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Home My WebLink About03/03/24 (Special Agn) Lib Fnd Board r LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING 6:00 p.m. March 24, 2003 Tri-Communities 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 Rex Gutierrez, Councilmember Robert J. Howdyshell, Councilmember Donald J. Kurth, M.D., Councilmember Foundation Boardmembers Paul Williams, President Teresa Akahoshi, Boardmember Stefani Carrasco, Boardmember Laurie Cotter, Boardmember Rebecca Davies, Secretary Gino Filippi, Boardmember Ruth Leal, Boardmember Wanda Mitchell, Boardmember Paula Pachon, Boardmember Anne Viricel, Boardmember Ravenel Wimberly, 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 1 23 21—Q 3 at I postedga true and correct copy of the meeting agenda dated /'l a�, 02003 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 at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: 1/ GUS / cam Vivian Garcia, Administrative Secretary City of Rancho Cucamonga Rancho Cucamonga Public Library Page 1 Library Foundation Board Agenda Special Meeting,March 24,2003 A. CALL TO ORDER Roll Call: Akahoshi , Carrasco ,Cotter , Davies ,Filippi Leal , Mitchell ,Pachon , Viricel , Williams 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 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: March 3, 2003. 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. 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) Building a Fund Development Plan: workshop facilitated by Gene House. 2) Report on the recent CalTac Workshop: oral report from attendees Paul Williams, Stefani Carrasco,Rebecca Davies and Ray Wimberly. 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. Rancho Cucamonga Public Library Page 2 ' - Library Foundation Board Agenda Special Meeting,March 24,2003 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 Friday, March 21, 2003, 6:00 pm, seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. >c R A N C H O C U C A M O N G A Ion P BI, IC L1i3 QARY Staff Report DATE: March 24, 2003 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 March 3, 2003. BACKGROUND/ANALYSIS Attached, please find the minutes for the Meeting(s) of the Library Foundation Board listed above, taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. spectfully submitted, Deborah Kaye CI rk Library Director 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, March 3, 2003, 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 6:06 p.m. Present were Boardmembers Akahoshi, Carrasco, Cotter, Davies, Filippi, Leal, Mitchell, Pachon, Viricel, Williams and Wimberly. Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also present. B. ELECTION OF OFFICER Bl. Election of President. Report attached. Election conducted by Secretary Rebecca Davies. Boardmember Davies opened the floor for nominations for President. Boardmember Pachon nominated Paul Williams. Boardmember Viricel seconded the nomination. Boardmember Davies closed the floor for nominations. Boardmember Davies called for a vote to have Paul Williams as President. The vote was 11-0. C. CONSENT CALENDAR Cl. Approval of Minutes: January 21, 2003 (Akahoshi, Viricel and Wimberly abstained). MOTION: Moved by Boardmember Filippi to approve the minutes, seconded by Boardmember Cotter. Motion carried, 8-0-0-3. C2. Approval of minutes: February 10, 2003 (Cotter and Wimberly abstained). Boardmember Davies asked to add Boardmember Viricel to Item D2, Page 3, paragraph 5, of the minutes. Library Foundation Board Minutes March 3, 2003 Page 2 MOTION: Moved by Boardmember Filippi to approve the minutes with changes, seconded by Boardmember Mitchell. Motion carried, 9-0-0-2. D. LIBRARY DIRECTOR'S STAFF REPORTS None listed. E. BOARD BUSINESS E1.Collaboration with Community Foundation Board. a) Review of the schedule for Board Development process for Community and Library Foundations. Oral presentation report by staff with schedule attached. Deborah Clark, Library Director, confirmed all the dates listed except for April 21 or 24 on the schedule with the Board. E2.Library Foundation Board Development: facilitated by Gene House. Gene House,Facilitator,presented an oral report on Board Development with the Foundation Board. Handouts were given and reviewed by Gene House with the Board on Boardmanship. Topics covered: How to be a Valuable Boardmember Characteristics and Responsibilities of Effective Non-Profit Boards Ten Commandments of Boardmembers Roles and Responsibilities: Suggestions to Improve Board and Administrator Teamwork Effective Statement of Board Responsibilities Discussion of Board Strengths: Diversity Fund Raiser Venue Varied Expertise Hands-on Board Common Cause Library Foundation Board Minutes March 3, 2003 Page 3 Great Staff Community Respect Interpersonal Bonding Signature Event—Telethon Visionary Discussion of Board Weaknesses: Event Focused Smaller $ Goals More Fund Raiser Expertise General Donor Research Lacking Discussion of Environmental Strengths: Model City High Public Use of Library Supportive City Council Friends of the Library Exciting Unique New Project State Grant - $7.8 Million Well Documented Need Strong Child Component Large Exciting Library Donor Date Base Discussion of Environmental Weaknesses: Chaffey College Telethon Current Economy City-State Budget Crisis Other Local Foundations/Non-profit Library is Tax Supported (Assisted) Institution No Major Corporation/FD Headquarters Break at 7:35 p.m. Return 7:41 p.m. Discussion of Obiectives: Raise $2 Million Library Foundation Board Minutes March 3, 2003 Page 4 Develop A Plan Increase Awareness of Need Seek Volunteers & Donors Board Expansion Training Evaluate Collaborative Effort with Community Foundation Gene House, Facilitator, asked the Board what topics they would like covered at the next training. After discussion, the questions and topics were listed: What can't we say when asking for donations? Hot and Cold Buttons, what are they? Making the ask Knowing how much to ask for? How to turn a "No" into a "Maybe?" Tax advantages for donor—individual and corporation Sample of fundraiser letter Script for asking Donor level assessment—how to know you asked for the correct $. Boardmember Filippi left at 8:10 p.m. Samples of tools staff can supply to the Board Staff responsibilities in campaign Organized campaign—review list of attendees or donors Master calendar Door hanger language—stand alone—direct mail (neighborhood) F. IDENTIFICATION OF ITEMS FOR NEXT MEETING F1. Revised Bylaws F2. General Dynamics $5,000 check G. COMMUNICATIONS FROM THE PUBLIC None received. Library Foundation Board Minutes March 3, 2003 Page 5 H. ADJOURNMENT MOTION: Moved by Boardmember Mitchell, seconded by Boardmember Akahoshi to adjourn to Saturday, March 22, at 8:30 a.m., location to be determined, motion carried, 10-0-1 (with Filippi absent). The meeting adjourned at 8:40 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held Monday, March 24, 2003, adjourned said meeting to Tuesday, April 8, 2003, at the hour of 6:30 p.m., in the Tri Communities Room at the City of Rancho Cucamonga, 10500 Civic Center Drive, Rancho Cucamonga, California. Said adjournment was passed by the following vote: AYES: Akahoshi,Carrasco,Cotter,Davies,Leal,Mitchell,Pachon,Viricel, Williams and Wimberly NOES: None ABSENT: Filippi ABSTAIN: None Vivian Garcia, Senior Administrative Secretary Rancho Cucamonga Public Library March 25, 2003