HomeMy WebLinkAbout99/09/13 (Special Agn) Lib Fnd BoardLIBRARY FOUNDATION BOARD
AGENDA
CITY OF RANCHO CUCAMONGA
SPECIAL MEETING
7:00 p.m.
September 13, 1999 _
Tri Communties Room
City of Rancho Cucamonga
10500 Civic Center Drive
Rancho Cucamonga, California 91730
*t*
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
Donna Bradshaw, Boardmember
Rebecca Davies, Boardmember
Gregory Morrison, 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 9- ~/- q / ,
at ~ G ~T_, I posted a true and correct copy of the meeting
agenda dated ~ /3-~/y 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
9' (~ ~/ , at Rancho Cucamonga.
DEBORAH KAYE CLARK, LIBRARY MANAGER
City of Rancho Cucamonga
BY: l/ llJjiO-- ~GuC.(-G~-
Vivian Garcia, Administrative
Secretary
City of Rancho Cucamonga
PAGE
Rancho Cucamonga Public Library Foundation Board
Special Meeting, September 13, 1999 1
A. CALL TO ORDER
1. Roll Call: Pachon ,Beasley ,Bradshaw ,
Davies ,Morrison and Williams
B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS
1. Administration of Oath of Office -Oath of Office will be administered
to Amy Wazshaw.
C. ELECTION OF OFFICERS
1. Election of Officers. Conducted by President Paula Pachon.
President
Secretary
Powers and responsibilities of each Officer aze outlined in the Bylaws, 1
Article VI, Sections 1 through 6, attached.
. Gavel will be passed to newly elected President.
D. CONSENT CALENDAR
1. Approval of minutes: June 15, 1999 and May 11, 1999 9
E. 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. Status of 1998/99 Closeout Budget: report by Deborah Clark, Library is
Director.
2. Approval of Annual budget for 1999/2000: report by Deborah Clazk, i~
Library Director.
3. Donor Wall: report by staff. 19
4. Closeout for Telethon III: final financial report by Deborah Kaye Clazk, z4
Library Director.
PAf3E
Rancho Cucamonga Public Library Foundation Board
Special Meeting, September 13, 1999 z
5. Telethon 2000:
a) Meeting with Comcast and Charter Communication: report by z~
Deborah Clazk, Library Director.
b) Meeting of Youth/Schools Subcommittee: report by committee z9
members.
F. 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. Status of Boazd recruitment. Oral report by Deborah Kaye Clazk, Library
Director.
2. Time and date of next meeting.
G. 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.
H. 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.
I. 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, September 9, 1999, 6:00 p.m., seventy-two (72) hours prior to
the meeting per Government Code 54953 at 10500 Civic Center Drive.
BYLAWS OF THE RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION
ARTICLE I -NAME AND ADDRESS
Section 1. The name of this association shall be the Rancho Cucamonga Public
Library Foundation, hereinafter referred to as the "Foundation".
Section 2: The address of the principal executive office of the Foundation shall be
located at Rancho Cucamonga Public Library, 7368 Archibald, Rancho Cucamonga, California,
or at such other place as the Board of Directors hereafter may designate.
ARTICLE II -PURPOSES AND LIMITATIONS
Section 1. The purpose of the Foundation is to establish a permanent endowment
fund to assist the government of the City of Rancho Cucamonga through the Rancho Cucamonga
Public Library, hereinafter referred to as the "library", in improving the quality of library services
to the citizens of the City of Rancho Cucamonga.
Section 2. The Foundation is organized, and at all times shall be operated,
exclusively for the benefit of, to perform the function of, and to carry out the purposes of, the
Library, within the meaning of 509(a) (3) (A) of the Internal Revenue Code of 1954, as amended,
the Regulations thereunder, and the corresponding provision of any applicable future United
States Internal Revenue Law and Regulations, such Code and Regulations hereinafter
collectively referred to as the "Code".
Section 3. In carrying out such purpose, the Foundation shall not, in any manner, be
utilized to discharge the obligation of the City of Rancho Cucamonga, hereinafter to be referred
to as the "City", to bear the expenses of financing the routine operation, maintenance or repair of
the Library. The support, promotion and advancement of the Library afforded by this
Foundation is in addition to, and supplementary to, any budgeting program sponsored by the
City, and the use of this Foundation in the routine operation, maintenance or repair of the Library
shall be a violation of the purposes herein expressed. If the Board of Directors is of the opinion
that the City causes the terms of the Foundation to be violated by causing income of the
Foundation to be used for routine operation, maintenance or repair of the Library, then the Board
of Directors may direct that the income be used for the benefit of library organizations that are
not under the jurisdiction of the City. These organizations must be charitable organizations
under Section 501(c)(3) of the Code and must be consistent with the purpose of the Foundation.
ARTICLE III - MEETINGS
Section 1. All meetings, regular and special shall be notified, posted and conducted
in every way consistent with the requirements set forth in the Brown Act.
Section 2. The Board of Directors of the Foundation shall hold an annual meeting in
the month of June at such time and place designated by the Board.
Section 3. Adoption of a budget for the upcoming fiscal year shall occur at the annual
meeting.
Section 4. Special meetings may be called at any time by a majority of the Board.
Written notice, stating the time and place of any special meeting and its purpose shall be given to
each member of the Board at least four days before such meeting.
Section 5. A majority of the Board constitutes a quorum.
ARTICLE IV -MEMBERSHIP AND SHARES
Section 1. The corporation shall have no membership.
Section 2. The corporation shall not have or issue shares of stock and shall declare no
dividends.
Section 3. No part of the Foundation shall inure to the benefit of any private
individual, and no part of the direct or indirect activities of this Foundation shall consist of
carrying on propaganda, or otherwise attempting to influence legislation, or of participating in, or
intervening in (including the publication or distribution of statements), any political campaign on
behalf of any candidate for public office. Notwithstanding any other provision hereof, this
Foundation shall not conduct or carry on any activities not permitted to be conducted or carried
on by an organization exempt under Section 501 (c) (3) of the Code or by an organization
contributions to which are deductible under Section 170 (c) (2) of such Code.
ARTICLE V -BOARD OF DIRECTORS
Section 1. The total number constituting the Board of Directors shall be nine (9).
Section 2. The Library Director shall serve as an ex officio member of the Board.
Section 3. One (I) member of the Board of Directors shall be the elected
President of the Library Board of Trustees or his/her designee from the Library Board of
Trustees.
Section 4. One (1) member of the Board of Directors shall be filled by a member of
the Friends of the Rancho Cucamonga Public Library, appointed by the President of that
organization.
Section 5. Seven (7) members of the Board of Directors shall be filled by individuals
through an application and selection process and must be approved by the Library Board of
Trustees and appointed by the City Council.
Section 6. The terms shall be four (4) years. Directors may be reappointed for an
additional four year term, after which they may not be reappointed until an intervening one year
r~
period. All vacancies occurring because of the expiration of terms or for other reasons will be
filled by the appointing body.
Section 7. The members of the first board appointed shall so classify themselves by
lot that two of their number shall go out of office at the end of the current fiscal year, three at the
end of one year thereafer, two. at the end of two years thereafter, and two at the end of three
years thereafter.
Section 8. Directors missing three consecutive meetings, without good cause, may be
replaced by a majority vote of the remaining Directors on the Board and the appointing body
asked to appoint a new candidate to the Board. Any Director of the Library Foundation may be
removed at any time by a majority vote of the entire council.
Section 9. All terms as prescribed in this Article shall commence with the
organizational meeting of the Board of Directors and shall expire at the date of the annual
meeting in June.
Section 10. Any change in the number and qualifications of members of the Board of
Directors shall be made only by amendment to these Bylaws.
ARTICLE VI -OFFICERS
Section 1. The Board shall elect a President and a Secretary at the annual meeting.
Their terms of office are one year.
Section 2. Officers may be removed from office for cause by a majority of the
Foundation Board at any meeting.
Section 3. The President shall preside at all meetings of the Board and have
responsibility for general supervision of its activities.
Section 4. The President, with assistance from the Library Director and the
Investment Trustee, shall present a budget for approval of the Board at the annual meeting.
Section 5. Disbursement of money in excess of $500, unless specifically budgeted at
the annual meeting, requires the signature of either the President or the Secretary.
Section 6. The Secretary shall give notice to all members and shall maintain a
permanent set of minutes to all meetings and shall preside at meetings in the absence of the
President.
ARTICLE VII -POWERS
Section 1. The decisions and acts of a majority of the members of the Board of
Directors qualified and serving shall constitute an exercise of the Foundation powers and
3
discretions conferred upon the Board of Directors and the decisions and acts of such majority of
the Board of Directors shall constitute and be taken as the decisions and acts of the entire Board
of Directors.
Section 2. The Board of Directors may adopt rules of procedures which shall not be
inconsistent with the terms of this Foundation.
Section 3. A simple majority of the Board may amend the Bylaws at any meeting.
However, no such amendment or modification shall alter the intention of the Donors that this
Foundation be operated exclusively for charitable, literary and educational purposes, and in a
manner which shall make this Foundation tax exempt and the donations to it deductible from
taxable income to the extent allowed by the provisions of the Code and other applicable
legislation and regulations as they now exist or as they may hereafter be amended. Every
amendment or modification of these bylaws shall be in writing, shall be signed by a majority of
the Board of Directors then serving and shall be delivered to each of the members of the Board
then in office and to the Investment Trustee then in office.
ARTICLE VIII -COMPENSATION AND EXPENSES
Section 1. The Board of Directors shall serve without compensation.
ARTICLE IX -INVESTMENT TRUSTEE
Section 1. The Finance Director of the City of Rancho Cucamonga shall serve as the
Investment Trustee for the Foundation. He/she shall have the powers and authority set out in
Section 2.
Section 2. The powers of the Investment Trustee shall be limited to investment of the
Foundation property and shall have the following discretionary powers:
(a) To hold the principal and all money or property given to the Trustee to invest and
reinvest, unless the deed or legacy of a particular gift or gifrs specifically authorizes or requires
its retention and/or use for a specific project.
(b) To invest and reinvest the principal and undistributed income of the Foundation
funds on deposit with the Trustee in such property, real, personal or mixed and in such manner as
it shall deem proper for the growth of capital and the production of income, and from time to
time to change investments as he/she shall deem advisable; to invest in or retain any stocks,
shares, bonds, notes, obligations, or personal or real property bonds, notes, obligations, or
personal or real property (including without limitation any interest in or obligations of any
corporation, association, business trust, investment trust, common trust fund or investment
company) although some or all of the property so acquired or retained is of a kind or size which
but for this express authority would not be considered proper and although all of the Foundation
funds are invested in the securities of one company. No principal or income, however, shall be
loaned, directly or indirectly, to the Investment Trustee or any member of the Board or to anyone
else, corporate or otherwise, who has at any time made a contribution to this Foundation, nor to
anyone except on the basis of an adequate interest charge and with adequate security.
(c) To sell, lease, or exchange any personal, mixed, or real property, at public auction or
by private contact, for such consideration and on such terms as to credit or otherwise, an to make
such contracts and enter into such undertakings relating to the Foundation property, as it
considers advisable, whether or not such leases or contracts may extend beyond the duration of
the Foundation.
(d) To borrow money for such periods, at such rates of interest, and upon such terms as it
considers advisable, and as security for such loans to mortgage or pledge any real or personal
property with or without power of sale; to acquire or hold any real or personal property, subject
to any mortgage or hold any real or personal property, subject to any mortgage or pledge on or of
property acquired or held by this Foundation. ,
(e) To execute and deliver deeds, assignments, transfers, mortgages, pledges, leases,
covenants, contracts, promissory notes, releases, and other instruments, sealed or unsealed,
incident to any transaction in which it engages.
(f) To vote, to give proxies, to participate in the reorganization, merger or consolidation
of any concem or in the reorganization, merger or consolidation of any concern or in the sale,
lease, disposition, or distribution of its assets; to join with other security holders in acting
through a committee, depositary, voting trustees, or otherwise and in this connection to delegate
authority to such committee, depositary, or trustees and to deposit securities with them or
transfer securities to them; to pay assessments levied on securities or to exercise subscription
rights in respect of securities.
(g) To hold Foundation property without indication of fiduciary capacity but only in the
name of a registered nominee, provided the Foundation property is at all times identified as such
on the books of the Foundation fund; to keep any or all of the Foundation property or funds in
any place or places in the United States of America.
ARTICLE X -ACCOUNTING
Section 1. The Investment Trustee shall render an accounting of the investment
transactions concerning the Foundation to the Board of Directors at least annually. No person or
entity other than the Board of Directors may require an accounting or bring any action against the
Investment Trustees with respect to the Foundation. The Investment Trustee may at any time
initiate legal action or proceedings for the settlement of its accounts and, except as otherwise
required by law, the only necessary party defendant to such action or proceedings shall be the
Board of Directors.
Section 2. The fiscal year of the Foundation shall be from July 1 through June 30th.
Section 3. The Board of Directors shall make a report annually of its uses of the
Foundation and shall distribute copies thereof to all members at the regular annual meeting held
in June.
ARTICLE XI -LIABILITY OF TRUSTEES/DIRECTORS
Section 1. No Investment Trustee or member of the Boazd of Directors shall be
answerable for loss in investments made in good faith. No Investment Trustee or member of the
Boazd of Directors shall be liable for the acts or omissions of any other member of the Board, or
of any accountant, agent, counsel or custodian selected with reasonable care. Each Investment
Trustee or member of the Boazd shall be fully protected in acting upon any instrument,
certificate, or paper, believed by him/her to be genuine and to be signed or presented by the
proper person or persons and no Investment Trustee or member of the Board shall be under any
duty to make any investigation or inquiry as to any statement contained in any such writing but
may accept the same as conclusive evidence of the truth and accuracy of the statement therein
contained.
ARTICLE XII -FOUNDATION
Section 1. The Board of Directors may receive donations from the Donors or from any
other source in cash or in other property acceptable to them. All donations so received shall be
deposited with an Investment Trustee by the Boazd of Directors and thereafter held, managed,
administered and disposed of by the Investment Trustee and the Board of Directors pursuant to
the terms of the Agreement. The Board of Directors may accept donations which restrict their
uses and purposes, provided such restrictions are within the uses and purposes set forth in Article
II, and which limit the time, manner, amount, or other terms of distribution; but, unless otherwise
specifically required, the Board of Directors may mingle such restricted donations with other
assets of the Foundation.
ARTICLE XIII -USE OF THE FOUNDATION
Section 1. The Board of Directors shall have power to apply the Foundation for the
purposes set forth in Article II. In furtherance thereof, the Boazd of Directors shall have the
power and authority and is directed to distribute the distributable income of the Foundation as
they may determine, to the uses and purposes set forth in Article II.
Section 2. Unless the restricted donation provides otherwise, as used in Section 1,
"distributable income" means the total holdings of the Foundation, principle and interest, less
$2,500 which will serve as the minimum holding of the Foundation.
ARTICLE XIV -TERM OF FOUNDATION
Section 1. The Foundation shall continue in perpetuity; it may however, at any time be
wound up and the assets distributed with the assent oftwo-thirds of the Board of Directors, the
Library Board of Trustees and the Rancho Cucamonga City Council. Upon any such winding
up, the assets of this Foundation shall be distributed exclusively for such purpose or purposes, as
aze consistent with the purpose of the Foundation.
ARTICLES OF INCORPORATION OF THE RANCHO CUCAMONGA PUBLIC
LIBRARY FOUNDATION
The name of this corporation is the Rancho Cucamonga Public Library Foundation.
II
A. This corporation is a nonprofit public benefit corporation and is not organized for the
private gain of any person. it is organized under the Nonprofit Public Benefit Corporation Law
for charitable purposes.
B. The specific purpose of this corporation is to lessen the burdens of government of the
City of Rancho Cucamonga by assisting the Rancho Cucamonga public Library in improving the
quality of library services to the citizens of the City of Rancho Cucamonga.
III
The name and address in the State of California of this corporation's initial agent for service of
process is: Deborah Kaye Clark, 7368 Archibald, Rancho Cucamonga CA 91730.
IV
A. This corporation is organized and operated exclusively for Library purposes within the
meaning of Section 501 (c) (3) of the Internal Revenue Code.
B. No substantial part of the activities of this corporation shall consist of carrying on
propaganda or otherwise attempting to influence legislation and the corporation shall not
participate or intervene in any political campaign (including the publishing or distribution of
statements) on behalf of any candidate for public office.
C. Not withstanding any other provision of these articles, the corporation shall not carry on
any other activities not permitted to be carried on [a] by a corporation exempt from Federal
income tax under section 501 (c) (3) of the Internal Revenue Code of 1986 [or the corresponding
provision of any future United States Internal Revenue law] or [b] by a corporation contributions
to which are deductible under section 170 (c) (2) of the Internal Revenue Code of 1986 [or
corresponding provision of any future United States Internal Revenue law].
V
The property of this corporation is irrevocably dedicated to Rancho Cucamonga Public Library
purposes and no part of the net income or assets of this corporation shall ever inure to the benefit
of any director, officer, or member thereof or to the benefit of any private person. Upon the
dissolution or winding up of the corporation, its assets remaining afrer payment, or provision for
payment, of all debts and liabilities of this corporation shall be distributed to a nonprofit fund,
foundation or corporation which is organized and operated exclusively for public library
purposes and which has established its tax exempt status under Section 501(c)(3) of the Internal
Revenue Code.
Date
(Signature of Incorporator)
(Type name of Incorporator)
I hereby declaze that I am the person who executed the foregoing Articles of Incorporation,
which execution is my act and deed.
(Signature oflncorporator)
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD
Regular Meeting
A. CALL TO ORDER
The regular meeting of the Rancho Cucamonga Library Foundation Board was scheduled for
Tuesday, June 15, 1999, at 6:00 p.m. in the Tri-Communities Conference Room at the City of
Rancho Cucamonga, located at 10500 Civic Center Drive, Rancho Cucamonga, California.
The meeting was canceled.
Respectfully submitted,
~/~- ~.
Vivian Garcia
Administrative Secretary
Approved:
9
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD
Special Meeting
A. CALL TO ORDER
A special meeting of the Rancho Cucamonga Public Library Foundation Board was held on Tuesday,
May 11, 1999, 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 6:05 p.m. Present were
Boazdmembers Beasley, Baznett, Bradshaw, Davies, Pachon, Valenti and Williams.
Also present were: Deborah Clazk, Library Manager and Vivian Garcia, Administrative Secretary.
*++*~*
B. CONSENT CALENDAR
B 1. Approval of minutes: March 1, 1999 (Beasley and Barnett abstained).
MOTION: Moved by Boardmember Bradshaw to approve the minutes, seconded by Boardmember
Valenti. Motion carried, 5-0-2-2 (with Brown and Morrison absent).
*rrrs*
C. LIBRARY DIRECTOR'S STAFF REPORTS
C L Telethon III
Deborah Clazk, Library Director, stated that 96 percent of those who had called in to pledge during
the Telethon had sent in their donations. Staff will be sending out second letters to those who have
not paid their pledges this week. She reviewed handouts regarding the Telethon with the Board.
Boazdmember Williams presented two checks. One for $5,031 -matching funds by the Friends of
the Library during the Telethon; and the second, a $10,000 check to the Library from the Friends of
the Library.
Deborah Clark, Library Director, gave an oral report on the proposed Thank You party for Friday,
June 18. Staff proposes to hold the event at the Library at 6:30 p.m. Those who have donated to
the Library can see what their donations have purchased and the programs which have been
continued at the Library. Also, what policies are in effect here at the Library. Staff will be available
with demonstrations. Refreshments will be provided.
Boazdmember Williams offered to have the Friends ofthe Library Bookstore open during the event.
Boardmembers, Beasley, Bradshaw, Davies and Pachon volunteered to be on a committee helping
with the event.
~~
Library Foundation Board Minutes
May ] 1, 1999
Page 2
C2. Donor Wall: report by Deborah Clark, Library Director.
Deborah Clark, Library Director, gave an oral report to the Foundation Board recommending
rejecting the existing design and creating a Task Force for the Donor Wall selection.
Boazdmember Williams volunteered to work on the Task Force.
MOTION: Moved by President Pachon to reject the existing plans for the Donor Wall submitted
by Jens Lerbach, and create a Task Force to review and select an appropriate design from existing
pre-designed packages. The Task Force will return to the Library Foundation Board with their
recommendations. Seconded by Boazdmember Valenti. Motion carried, 7-0-2 (with Brown and
Morrison absent).
:*.::+
D. BOARD BUSINESS
D1. Annual meeting date, Monday, June 14.
After discussion, the Foundation Board decided to adjourn to Tuesday, June 15 at 6:00 p.m. in the
Tri-communities Room at City Hall.
*~++~~
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
E1. Budget
E2. Election of Officers
E3. Donor Wall Task Force
***~**
F. COMMUNICATIONS FROM THE PUBLIC
None received
******
~~
Library Foundation Board Minutes
May 11, 1999
Page 3
G. ADJOURNMENT
MOTION: Moved by Boardmember Davies, seconded by Boardmember Williams to adjourn to
Tuesday, June 15 at 6:00 p.m., the motion carried, 7-0-2 (with Brown and Morrison absent). The
meeting adjourned at 6:35 p.m.
Respectfully submitted,
~j/lylD«~~`"-
Vivian Garcia
Administrative Secretary
Approved:
~~
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: September 13, 1999
TO: President and Members of the Rancho Cucamonga Public Library Foundation
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Director
SUBJECT: STATUS OF 1998/99 CLOSEOUT BUDGET
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A shows revenues, appropriations and actual expenditures accrued in 1999/2000.
Schedule B shows checks written and deposits made during 1999/2000.
FISCAL IMPACT
Close out at year end leaves the Foundation with $83,473 in the account.
Respectfully submitted,
~~
Deborah Ka e Cl rk
Y
Library Director
/3
RANCHO CUCAMONGA
PUBLIC LIBRARY FOUNDATION
1998/99 CLOSEOUT BUDGET
1998199 Revenue
Projection
Description
1998/99 Revenues
transferred in
Special Event Income
Interest Earned
Subtotal 1998/99 earned income
Total Revenues
1998199
Appropriations Detail
Description
Travel & Meeting
Business Expenses
Telethon Production
Telethon Misc.
Open House Expenses
Production of video on Children's Services
Production of video on Planned Giving/Foundation
Telethon Thank You Event
Technology Center Project
Canister Program
Printing/Postage
Children's Curriculum Support Materials
Children's Endowment Fund
Children's Learning Center
Adult literacy Program
Total Appropriations
Balance brought
forward for
1999/2000:
Schedule A
Adopted
Budget
1998/99
$60,588
$50,000
Actual
Revenues
1998/99
$79,343
$49,769
$497
$50,266
$110,588 $129,609
Adopted
Budget
$1,500
$6,000
$3,000
$3,000
$2,000
$10,000
$600
$2,000
$10,000
$10, 000
$7,000
$10,000
$65,100
$83,473
Actual Over/Under
Expenditure
$0 $1,500
$20
$3,254 $2,747
$156
$369 ($369)
$2,511 $489
$0 $3,000
$1,725 $275
$10,000 $0
$0 $600
$1,101 $899
$0 $10,000
$10,000 $0
$7,000 $0
$10,000 $0
$46,136 $18,964
~T
DATE FOUNDATION ACCOUNT Expenditures
CHECKS
1998/99
06/23/98 Blake Paper -Thank you 98 $51.77
06/23/98 Filippi -wine for Thank you $130.28
06/23/98 Barnes 8 Noble -thank you gif $129.14
06/23/98 Felipe's Catering Fiesta 98 $72.73
06/23/98 State of California filing fee $10.00
07/06/98 City of SB Devel. Dept $1,853.50
11/19/98 Printing-PIP-Open House $38.04
11/23/98 Donation-Tech Cent. Salaries $10,000.00
12/03/98 ALHS Choral -Open House $150.00
12/03/98 Printing-PIP-Open House $38.04
12/03/98 Blake Paper -Open House $82.59
12/03/98 Smart 8 Final -Open House $60.77
01/28/99 Permit for Telethon mailing $500.00
02/17/99 Envelopes $72.62
03/15/99 Arly Sound -Telethon prod. $1,400.00
03/15/99 Petty Cash for Telethon $50.00
03/15/99 Refund $10.00
03/15/99 Refund $10.00
04/05/99 Refund $10.00
04/05/99 PIP -Printing pledge forms $113.46
04/05/99 LaPointe -Childrens Video $2,510.70
04/05/99 Smart 8 Final -Telethon soft d $71.16
04/26/99 Velcro -Telethon $5.14
05!01/99 PIP -Printing envelopes $72.62
05/01/99 Letterhead $342.38
05/15/99 Refreshments-Thank you 99 $500.00
05/16/99 Telethon thank you gifts $563.64
05/16/99 State of California filing fee $10.00
05/17/99 Telethon thank you -Coffee Ba $168.75
05/21/99 Thank you -candies $108.63
06/23/99 Donation -Childrens curr. Supp $10,000.00
06/23/99 Donation -Adult Literacy $10,000.00
06/23/99 Donation -Back to Basics Tuto $7,000.00
TOTAL EXPENDITURES $46,135.96
DEPOSITS
06/30/98 Telethon Donation $102
07/07/98 Telethon Donation $200
07-Jul Interest $72
08/10/98 Telethon Donation $331
08/27/98 Telethon Donation $10
Aug-98 Interest $63
Sep-98 Interest $57
10/07/98 Deposit $110
Oct-98 Interest $47
Nov-98 Interest $43
Dec-98 Interest $40
01/27/99 Telethon Donation $1,325
Jan-99 Interest $26
02/01/99 Telethon Donation $200
02/01/99 Telethon Donation $700
02/02/99 Telethon Donation $2,000
02/03/99 Telethon Donation $760
02/09/99 Telethon Donation $225
Schedule B
/S
02/10/99 Telethon Donation $1,000
02/17/99 Telethon Donation $310
02/18/99 Telethon Donation $1,210
02/22/99 Telethon Donation $400
02/23/99 Telethon Donation $500
Feb-99 Interest $27
03/02/99 Telethon Donation $315
03/02/99 Telethon Donation $820
03/08/99 Telethon Donation $1,200
03/10/99 Telethon Donation $1,595
03/16/99 Telethon Donation $340
03/18/99 Telethon Donation $500
03/18/99 Telethon Donation $3,515
03/23/99 Telethon Donation $2,500
03/23/99 Telethon Donation $153
03/23/99 Telethon Donation $6,703
03/23/99 Telethon Donation $794
Mar-99 Interest $36
04/01/99 Telethon Donation $1,247
04/01/99 Telethon Donation $88
04/01/99 Telethon Donation $423
04/01/99 Telethon Donation $34
04/01/99 Telethon Donation $23
04/01/99 Telethon Donation $27
04/01/99 Telethon Donation $124
04/01/99 Telethon Donation $35
04/01/99 Telethon Donation $32
04/01/99 Telethon Donation $33
04/01/99 Telethon Donation $32
04/08/99 Telethon Donation $531
04/13/99 Telethon Donation $112
04/13/99 Telethon Donation $1,100
04/14/99 Telethon Donation $2,316
04/20/99 Telethon Donation $105
04/26/99 Telethon Donation $1,530
04/29/99 Telethon Donation $115
Apr-99 Interest $39
05/06/99 Telethon Donation $2,083
05/11/99 Telethon Donation $150
05/13/99 Telethon Donation $5,031
05/18/99 Telethon Donation $465
05/26/99 Telethon Donation $3,410
May-99 Interest $45
06/01/99 Telethon Donation $195
06/01/99 Telethon Donation $65
06/01/99 Telethon Donation $250
/~
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: September 13, 1999
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 PROPOSED BUDGET FOR 1999/2000
RECOMMENDATION
That the Foundation Board approve the proposed Foundation Budget for 1999/2000.
BACKGROUND/ANALYSIS
The attached proposed budget reflects the following:
1) Literacy programs at the Library, including the Back to Basics and Adult Literacy, are
supported by $20,000 in funds. This reflects both the addition of the new children's program
and the reduction of State support for the Adult Literacy program. This amount does not
replace all the funds lost from the State. The Library Board will be asked to allocate some
funds to support the programs from the increase in State dollars available through the Public
Library Foundation program.
2) One professionally produced Telethon spot is budgeted; topic to be determined.
3) Children's Curriculum Support Materials reflects a deferred revenue amount of $10,000 from
last yeaz's Telethon income and a proposed additional $10,000 from funds to be earned in
this yeaz's Telethon.
4) Children's Endowment Fund is proposed for $40,000, which reflects four $10,000 donations
for each yeaz of the Telethon. Staff will be proposing moving the $40,000, if approved, to
a high interest yield account. Interest only will then be used to purchase children's materials.
Re ectfully submitted
Deborah Kaye Clar
Library Director/Library Foundation Staff
/7
RANCHO CUCAMONGA
PUBLIC LIBRARY FOUNDATION
1999/2000 PROPOSED BUDGET
1999/2000 Revenue
Projection
Description
1998/99 Revenues
transferred in
Special Event Income
Total Revenues
1998/99
Appropriations Detail
Description
Travel & Meeting
Business Expenses
Telethon Production
Telethon Misc.
Open House Expenses
Production of video on Children's Services
Production of video on Planned Giving/Foundation
Telethon Thank You Event
Technology Center Project
Canister Program
Printing/Postage
Children's Curriculum Support Materials
Children's Endowment Fund
Children's Learning Center
Library Literacy Program
Total Appropriations
Balance brought
forward for
1999/2000:
Proposed
Budget
1999/2000
$83,473
$50,000
$133,473
Approved Proposed Over/Under
98/99 Budget 99/2000 Budget
$1,500 $800 $700
$0 $100
$6,000 $7,000 ($1,000)
$0
$0 $0 $0
$3,000 $0 $3,000
$3,000 $3,000 $0
$2,000 $2,000 $0
$10,000 $0 $10,000
$600 $0 $600
$2,000 $1,000 $1,000
$10,000 $20,000 ($10,000)
$10,000 $40,000 ($30,000)
$7,000 $o $7,000
$10,000 $20,000 ($10,000)
$65,100 $93,900 ($28,800)
$39,573
~b
CITY OF RANCHO CUCAMONG~
STAFF REPORT
DATE: September 13, 1999
TO: President and Members of the Rancho Cucamonga Public Library Foundation
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Director
SUBJECT: DONOR WALL STATUS
RECOMMENDATION
Infonnation only.
BACKGROUND/ANALYSIS
The subcommittee met Tuesday, August 4 and selected a design produced by United States Bronze Sign
Company. I initiated contact with the company and sent approximately 20 slides of the library exterior and
interior for their artists review.
The attached design is their first submissal of a potential design for our donor wall. I am also including a
picture of a wall on display at the San Antonio Hospital. The Donor Wall Task force will be meeting to work
through the new ideas and proposals.
Stone & Youngberg LLC have already donated $9,000 toward the donor wall project and Richards, Watson
& Gershon have pledged an additional $1,000.
spectfully submitted,
~ ~~~
Deborah Kaye Cl r
Library Director
~/
~~~
R A N C H O C U C A M O N G A
P U B L I C I~ I B I~ L1 R Y
August 16, 1999
Peter Kasten, Sales Manager
United States Bronze Sign Company, Inc.
811 Second Avenue
New Hyde park, NY 11040-4869
Dear Mr. Kasten,
I enjoyed speaking with you about options for donor walls here at the Rancho Cucamonga Public
Library.
Enclosed please find photos of our front entry azeaway, including footage figures. As I
explained eazlier, the committee was particulazly taken with the rainbow design using the corian
product. The library uses curves as a design element throughout the building and the colors aze
exactly right. I am also including slides of the building to help your artist get a feel for our
facility.
Below aze the categories for recognition we would like to include in our design:
Existing
$500 41
$1,000 17
$5,000 9
$10,000 4
$25,000 1
Expansion
100
75
50
10
5 Special recognition?
As I explained over the phone, we have received a $10,000 donation for construction of the wall.
We need to contain the actual construction portion within that figure. I have additional
contingency funds that can be used, if necessary, for design related portions of the project.
I can be reached at (909) 948-9900, ext. 5020, if you have questions or need further clarification.
I look forwazd to hearing from you.
Sincerely,
Deborah Kaye Clazk
Library Director
\~~
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7368 Archibald Avenue Rancho Cucamonga, CA 91730 (909) 948-9900 Fax (909) 989-8966
09:01199 10:17 FA3 518J521781 LINITED STATES BRONZE (¢1002
fiotal arrangement: 80"x112" Rancho Cucamonga Library 1 b 083199
5 - 16"x10" 1 d - 8"x8" 5d - 8"x5" 75 - 3.2"x6" 100 - 3.2"x4.5"
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09-81-99 07:18 RECEIVED FROM: 5163521761 P.O2
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CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: September 13, 1999
TO: President and Members of the Rancho Cucamonga Public Library Foundation
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Director
SUBJECT: STATUS OF 1998 TELETHON III
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A shows revenues received and collection levels at 98%.
Schedule B shows telethon expenditures.
FISCAL IMPACT
Close out at year end shows Telethon III income for 1999 at $42,097.
submitted,
Deborah Kaye C
Library Director
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Schedule A
~~
LIBRARY TELETHON
1999
Budget Library
Expenditures Expenditures
Refunds for Acts $30
Petty Cash Drawers $50
Technical Support
Production* $5,000
Sound System $1,400
Publicity/Promotion
Printing $601
Postage $500
Food
Volunteer support at telethon $91
TOTALS: $7,672
" Bill not yet finalized
Income Received $49,769
Total Cleared $42,097
Schedule B
acs
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: September 13, 1999
TO: President and Members of the Rancho Cucamonga public Library Foundation
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Director
SUBJECT: TELETHON 2000: PARTICIPATION OF CABLE COMPANIES
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
The attached memo, outlining the 1998 commitment of each cable company to the Library Telethon,
was presented at a meeting which occurred on August 24, 1999. Robert Brown, Vice President of
Operations, represented Charter Communications. Comcast was represented by Rick Germano, in
charge of operations.
Both representatives were very supportive. They agreed to the proposed level of support for
Telethon 2000 and guaranteed that the cable systems will be linked to one another for
communication purposes before the close of 1999. This means a simultaneous link that will allow
the Telethon to broadcast to the entire community simultaneously.
Respectfully submitted,
~~J ~~
eborah Kaye Clark
Library Director
a~
CITY OF RANCHO CUCAMONGA
r
MEMORANDUM
DATE: August 22, 1999
TO: Jenny Haruyama, Management Analyst I
FROM: Deborah Kaye Clazk, Library Director
SUBJECT: Telethon 2000: Requested Commitments from Cable Companies
The following is a memo outlining the commitments received from Comcast and ACE
Cable companies last yeaz for the Library Telethon and a request for support needed for
Telethon 2000:
Support provided in 1999:
ACE Cable:
Creation of two promotion videos for
mazketing the Telethon
$5,000 in network air time
Mail-out,including postage, to 45,000
households in service azea
Personal solicitation of customer base
that resulted in $],200 in donations
Carrying of live broadcast
Requests for support for Telethon 2000:
Comcast Cable:
On-site production time of one day to
tape "Reading Moments" segments
Production of two ] 0 minute tapes for a
library story, scripted by library staff
$3,000 in network air time
No tape delay performed this yeaz
The number one request for support is to have live communication possible between
Comcast and Charter, allowing the broadcas! to reach the entire Rancho Cucamonga
community simu/taneously.
Charter Cable: We request the same level of support as was provided by ACE Cable in
1999. A major supporter in every way, ACE cable demonstrated true community support
and involvement.
Comcast Cable: The work performed by Comcast in 1999 was excellent. We ask for a
repeat of the 19991evel of technical support and request that the advertising air time be
increased to $5,000.
7~
CITY OF RANCHO CUCAMONGE
STAFF REPORT
DATE: September 13, 1999
TO: President and Members of the Rancho Cucamonga Public Library Foundation
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Director
SUBJECT: MEETING OF THE SCHOOL/YOUTH TELETHON SUBCOMMITTEE
RECOMMENDATION
Information only.
BACKGROUND/ANALYSIS
The subcommittee met Tuesday, August 24 at 5 p.m.. During discussion of the Telethon event, the committee
came up with the following time line for contacting schools:
To solicit performers for the Telethon:
To solicit VIP Phone Bank participation:
To participate in Jr. Trivia and Adult Trivia:
To PTA's and Principals to support fundraising:
To follow up on VIP phone bank:
Mid October
First letter mid October
Second week of January
Second week of January
Second week of January
Letter
Letter
Letter/Phone call
Letter/Phone call
2°a letter/Phone call
Res ectfully submitted, ~~
~'LX
Deborah Kaye Cl k
Library Director
a9
NOTICE OF ADJOURNED MEETING
Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held
Monday, September 13, 1999, adjourned said meeting to Monday, October 11, 1999, at the hour of
6:00 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, Davies, Gregory, Pachon, Warshaw and Williams
NOES:None
ABSENT: None
ABSTAIN: None
Vivian Garcia, Library Administrative Secretary
Rancho Cucamonga Public Library
September 14, 1999