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Home My WebLink About02/10/14 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA ADJOURNED MEETING 6:00 p.m. October 14, 2002 Tri-Communities 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 Grace Curatalo, Councilmember Bob Dutton, Councilmember Foundation Boardmembers Paula Pachon, President Sue Balchak, Boardmember Donna Bradshaw, Boardmember Rebecca Davies, Secretary Gino Filippi, Boardmember Anne Viricel, 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 Ko&dote. /0, OZCJO-;�, 0 at 3 4M I posted a true and correct copy of the meeting agenda dated (0,+,t� IV, oZD0a 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—/Lg at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: / [AX/ ✓��/ Vivian Garcia, Administrative Secretary City of Rancho Cucamonga Rancho Cucamonga Public Library Page 1 Library Foundation Board Agenda Adjourned Meeting,October 14,2002 A. CALL TO ORDER Roll Call: Pachon Balchak ,Bradshaw Davies ,Filippi , Viricel , and Williams B. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non- controversial. They will be acted upon by the Library Foundation Board at one time without discussion.Any item may be removed by a Boardmember or member of the audience for discussion. 1) Approval of Minutes: August 19 and September 16,2002. 1 C. LIBRARY DIRECTOR'S STAFF REPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. ,. 1) Victoria Gardens Branch Library a) Update on Status of Project and Grant Application. Oral report by staff. 2) Update of State Farm Open. Oral report by President Pachon. 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 2002. Oral reports and discussion. a) Status of Collections i) Close out report 10 2) Donor Wall Recognition a) Update on results of gathering plate information. Oral report from Director. 3) Provide Board Development process and creation of Strategic Plan. a) Update on potential development providers. Oral report from Director. Rancho Cucamonga Public Library Page 2 Library Foundation Board Agenda Adjourned Meeting,October 14,2002 4) Holiday Winery Event: 2003 Discussion of event scheduled to be held Friday, November 22,2002. 5) Current vacancies on the Foundation Board and recruitment update. Oral update by Deborah Clark,Library Director. 6) Sacramento Workshop: Highlights on workshop presented by Boardmember Balchak. 7) Determination of date for next meeting. 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 Administrative Secretary of the City of Rancho Cucamonga, hereby certify that a true,accurate copy of the foregoing agenda was posted on Thursday, October 10, 2002, 6:00 pm, seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. R A N C H O C U C A M O N G A P U B L I C L I U R A R Y Staff Report DATE: October 14, 2002 TO: President and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of the Minutes of August1gth and September 16"', 2002. BACKGROUND/ANALYSIS Attached, please find the minutes for the Adjourned Meeting(s) of the Library Foundation Board listed above, taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. espectfully submitted, Deborah KayeCI Library Director i l 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 Monday, August 19,2002,in the Tri-communities Room of the City of Rancho Cucamonga,located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:00 p.m. Present were Boardmembers Balchak, Bradshaw, Davies, Filippi, Pachon and Williams. Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also present. B. ANNOUNCEMENTS AND PRESENTATIONS Presentation on the Chaffey College Foundation Telethon by Bob Balzer, Past President of the Chaffey College Foundation and Publisher of the Inland Valley Daily Bulletin. Deborah Clark, Library Director, introduced Bob Balzer to the Library Foundation Board. Bob Balzer, Past President of the Chaffey College Foundation, gave an oral report on the Telethon that Chaffey College will be holding October 12, 13 and 14 to clarify how the event came about and to assure the Library Foundation Board of his continued support of the Library Telethon. C. CONSENT CALENDAR C1. Approval of minutes: June 17, 2002 (Williams abstained). MOTION: Moved by Boardmember Davies to approve the minutes for June 17, seconded by Boardmember Filippi, motion carried, 5-0-1-1 (with Viricel absent). D. LIBRARY DIRECTOR'S STAFF REPORTS Dl. Victoria Gardens Branch Library. a) Update on status of the project. Library Foundation Board Minutes August 19, 2002 Page 2 Deborah Clark, Library Director, gave an oral report on the status of the Victoria Gardens Branch Library. E. BOARD BUSINESS El. Telethon 2002. Oral reports and discussion. a. Status of Collections. i) List of Pledges Unaccounted for: Report attached. Deborah Clark,Library Director, reviewed the list of unpaid pledges with the Board and the Board divided the list to begin personal phone calls to delinquent donors. b. Recognition Events i) Council recognition (1) Who—Business Major Sponsors (2) When —September 18th Deborah Clark,Library Director, asked the Board to confirm September 18'h for Council recognition for Business Major Sponsors. The Board approved the date. E2. Donor Wall Recognition a. Updated list of individuals and organizations eligible for donor wall recognition attached. Deborah Clark, Library Director, reviewed the staff report on Donor Wall recognition. The Board divided the list to begin personal phone calls to solicit information. E3. Establish Goals for 2002/2003. a) Foundation Board Development and creation of strategic plan. Oral report by Library Director Deborah K. Clark. Deborah Clark, Library Director, explained that a Request for Quotation went out to four training providers. President Pachon and Secretary Davies agreed to work as a subcommittee to analyze proposals. 3 Library Foundation Board Minutes August 19, 2002 Page 3 E4. Review of preliminary Proposed Budget for 2002/2003. Report attached. Additional information available at the meeting. Presented by Library Director Deborah Clark. Deborah Clark, Library Director, reviewed an updated report with the Board. MOTION: Moved by Boardmember Williams to approve the proposed budget for 2002/2003, seconded by Boardmember Bradshaw, motion carried, 6-0-1 (with Viricel absent). E5. Sponsorship of volunteers for the State Farm Open. Report attached. Presented by Paula Pachon, President. President Pachon discussed with the Library Foundation Boardmembers the Golf Tournament sponsored by State Farm. She also stated volunteers are needed to help with the event. State Farm has donated $5,000 each year to the Library Foundation from this event. MOTION: Moved by Boardmember Williams to approve sponsoring twenty(20) volunteers at an approximate cost of$39 per volunteer in support of the State Farm Open,seconded by Boardmember Balchak, motion carried, 6-0-1 (with Viricel absent). E6. Holiday Winery Event: Discussion on possible event. After discussion, the Board recommended Friday, November 22 as a date for the Holiday Winery Event. Boardmember Filippi will check the calendar for the Winery and let Deborah Clark know if the date would work. ET Current vacancies on the Foundation Board and recruitment update. Presented by Deborah Clark, Library Director. Deborah Clark, Library Director, stated that there were two openings for the Library Foundation Board. Applications are available in the City Clerk's office and are due on September 3, 2002. E8. Determination of date for the next meeting. The next meeting for the Library Foundation Board will be on Monday,September 16, 2002,at City Hall in the Tri-communities Room at 6 p.m. Library Foundation Board Minutes August 19, 2002 Page 4 F. IDENTIFICATION OF ITEMS FOR NEXT MEETING Fl. Holiday Winery Event F2. Telethon 2002 F3. Foundation Board Vacancies F4. Donor Wall Progress F5. State Farm Open G. COMMUNICATIONS FROM THE PUBLIC None received. H. ADJOURNMENT MOTION: Moved by Boardmember Williams, seconded by Boardmember Balchak to adjourn to Monday, September 16, at 6 p.m., motion carried, 6-0-1 (with Viricel absent). The meeting adjourned at 7:22 p.m. Respectfully submitted, �(ti� Aal t Vivian Garcia Administrative Secretary Approved: S CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Adjourned Meeting A. CALL TO ORDER An adjourned meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday,September 16, 2002,in the Story Room of the Rancho Cucamonga Public Library, located at 7368 Archibald Avenue,Rancho Cucamonga,California. The meeting was called to order at 6:05 p.m. Present were Boardmembers Bradshaw, Davies, Pachon, Viricel and Williams. Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also present. B. CONSENT CALENDAR BI. Approval of minutes: July 22, 2002 MOTION: Moved by Boardmember Davies to approve the minutes for July 22, seconded by Boardmember Bradshaw, motion carried, 5-0-2 (with Balchak and Filippi absent). C. LIBRARY DIRECTOR'S STAFF REPORTS C1. Victoria Gardens Branch Library. a) Update on Status of the Project and Grant Application. Oral report by staff. Deborah Clark, Library Director, stated that the grant application for the Victoria Gardens Branch Library passed the initial screening process, and no questions or requests had been asked of staff from the State. Staff will have new elevations of the Branch at the next meeting. The opening is planned for Spring of 2005. C2. Status of the new Bookmobile. Oral report presented by Deborah Clark, Library Director. Deborah Clark,Library Director, stated staff had heard from the OBS Company contracted to build the new bookmobile. They should be receiving the shell for the new bookmobile by October 25. Once they receive the shell, it will take approximately 90 to 100 days for completion of the bookmobile. Then they will drive the Bookmobile from Ohio to Rancho Cucamonga. This should take about 5 days. (O Library Foundation Board Minutes September 16, 2002 Page 2 C3. Update of State Farm Open. Oral report by President Pachon. President Pachon passed out to the Library Foundation Board passes for the State Farm Open Golf Tournament which runs from September 23 to 29. She stated that the Library had six volunteers. The State Farm Open has donated to the Library Foundation $5,000 each year they have had the tournament in Rancho Cucamonga. D. BOARD BUSINESS D1. Telethon 2002. Oral reports and discussion. a. Status of Collections. i) Update on Pledges Unaccounted for. Deborah Clark,Library Director, reviewed the list of unpaid pledges with the Board. Staff will have a final balance sheet for Telethon 2002 at the next meeting. D2. Donor Wall Recognition a. Director update on results of gathering plate information. Oral report from Director. Deborah Clark,Library Director,reviewed the names of donors recently engraved and placed on the Donor Wall. Staff will have a list updating the outstanding donors at the next meeting. D3. Provide Board Development process and creation of Strategic Plan. a) Update on potential development providers. Report attached. Deborah Clark, Library Director, updated the Library Foundation Board on potential development providers. D4. Holiday Winery Event: Discussion of event scheduled to be held Friday, November 22, 2002. Deborah Clark, Library Director, stated Reference Librarian Karye Hood was working on having various authors for the event. She asked if the Foundation Board if they would like a pianist or a harp group to play during the event. She requested a subcommittee to be set-up to help with the event. 7 Library Foundation Board Minutes September 16, 2002 Page 3 Boardmembers Bradshaw and Viricel volunteered along with BoardmemberFilippi tojoin the group. D5. Current vacancies on the Foundation Board and recruitment update. Presented by Deborah Clark, Library Director. Deborah Clark,Library Director,updated the Library Foundation Board on the process and stated the due date for applications had been extended to October 3, 2002. D6. Sacramento Workshop: Highlights on workshop presented by Boardmember Balchak. Due to the absence of Boardmember Balchak, the item will be held over to the next meeting. D7. Determination of date for the next meeting. The next meeting for the Library Foundation Board will be on Monday, October 14, 2002, at City Hall in the Tri-communities Room at 6 p.m. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Update on the stops of the Bookmobile E2. Telethon 2002 E3. Donor Wall Recognition FA. Board Development Update E5. Holiday Event E6. Foundation Board Recruitment ET Sacramento Workshop E8. Victoria Gardens Branch Library Update E9. Budget Update. F. COMMUNICATIONS FROM THE PUBLIC None received. 8 Library Foundation Board Minutes September 16, 2002 Page 4 G. ADJOURNMENT MOTION: Moved by Boardmember Williams, seconded by Boardmember Viricel to adjourn to Monday, October 14, at 6 p.m., motion carried, 5-0-2 (with Viricel absent). The meeting adjourned at 7:22 p.m. Respectfully submitted, V�t.D�-- Ax-t. Vivian Garcia Administrative Secretary Approved: 9 ,t R A N C H O C U C A M O N G A P U B L I C L I B R A R Y Staff Report DATE: October 14, 2002 TO: President Pachon and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF PROPOSED BUDGET FOR 2002/2003 RECOMMENDATION: Approve the proposed budget for 2002/2003. BACKGROUND: The attached budget proposal reflects the current balance in the Library Foundation Account and the anticipated revenues for next year based on a "non telethon" year. At their June 17`h meeting, the Directors reviewed the proposed budget and recommended the addition of $7,000 funds under expenditures for Board Development/Strategic planning. The attached budget reflects the direction of the Board. FISCAL IMPACT: None. S cerely, Deborah Kaye ar Library Director /D RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET 2002/2003 APPROVED BUDGET 2002/2003 Revenue Projection 2001/2002 Revenues transferred in $172,735 Special Event Income Projected $40,000 Apartment Rental Projected $9,000 Projected Interest Earned $500 Total Available Revenues projected for 2002/2003 $222,235 Total Expenditures Projected $52,910 Sub Total $169,325 Less Children's Endowment Fund $40,000 Less Victoria Gardens Books $80,000 Total Balance Remaining $49,325 f/ APPROVED BUDGET APPROVED 2002/03 BUDGET 200212003 OPERATIONAL EXPENSES $10,000 Conferences for Boardmembers $500 Board Expenses $200 Board Training/Strategic Planning $7,000 Printing $200 Postage $500 Stationery $500 Business Expenses $200 Publicity $200 Tax Preparation $700 EVENTS WINERY KICKOFF $750 Printing $200 Sodas/Papergoods/W ine $400 Decorations $150 TELETHON EVENT $1,180 Performer Reimbursements $0 Printing $500 Broadcast $500 Christopher Nance $0 Rodney Gilfry Performance $0 Sound System $0 Telethon Recption $0 Telethon Incentive Gifts $0 Telethon Event Misc. Sodas/Papergoods $100 Banner Update $0 Stage Backdrop, Etc. $80 Telethon Host/Hostess Expenses $0 TELETHON THANK YOUS $200 Telethon Thank You Party Expenses Stationary Food $0 Decorations Telethon Thank You Gifts $200 OTHER EXPENSES $780 Apartment Rental $0 Slate Farm Open Tour $780 TOTAL EXPENDITURES $12,910 LIBRARY DONATIONS $40,000 Adult Literacy $10,000 Victoria Gardens Books $30,000 Children's Curriculum Support TOTAL FOUNDATION BUDGET $52,910 /