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Home My WebLink About03/05/12 (Special Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING 6:00 p.m. May 12, 2003 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 Rex Gutierrez, Councilmember Robert J. Howdyshell, Councilmember Donald J. Kurth, M.D., Councilmember Foundation Boardmembers Paul Williams, President Teresa Akahoshi, Boardmember Stefani Carrasco, 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 003 at I posted a true and correct copy of the meeting y agenda dated a') a. ) /,�2 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: Vivian Garcia, Administrative Secretary City of Rancho Cucamonga Rancho Cucamonga Public Library Page 1 Library Foundation Board Agenda Special Meeting,May 12,2003 A. CALL TO ORDER Roll Call: Akahoshi ,Carrasco , Davies ,Filippi Leal , Mitchell , Pachon , Viricel Williams and Wimberly Friends position vacant. 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: April 14, 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. 1) Update on Bylaws Review: Oral report by Deborah Clark, Library Director. 2) Update on Victoria Gardens Cultural Center Project: Oral report by Deborah Clark, Library Director. 3) Library Annual Fund Raising Campaign. Oral report by Library Director,Deborah Clark. 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) PAL Campaign Reports: a) Joint Collaboration Campaign Elements for Review and Action i) Review of Campaign Name &Logo. Oral report by President Williams. ii) Review of Campaign Budget and Consideration to Transfer $20,000 from 5 the Library Foundation fund balance to the PAL (Promoting Arts and Literacy) Campaign Account. Rancho Cucamonga Public Library Page 2 Library Foundation Board Agenda Special Meeting,May 12,2003 b) Library Foundation Members Campaign Activities i) Starter list of donor prospects for each foundation boardmember. ii) Library Telethon : Oral reports and/or discussion (1) Selection of dates (2) Selection of hosts (3) How the Library Foundation Members can become more involved in production and during event. 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 Friday, May 9, 2003, 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 B R A R Y Staff Report DATE: April 14, 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 April 14, 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, De ah Kaye a k 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, April 14,2003, 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 6:12 p.m. Present were Boardmembers Carrasco, Davies, Leal, Mitchell, Williams and Wimberly. Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also present. B. CONSENT CALENDAR BI. Approval of Minutes: March 24, 2003. MOTION: Moved by Boardmember Davies to approve the minutes, seconded by Boardmember Mitchell. Motion carried, 6-0-5 (with Akahoshi, Cotter, Filippi, Pachon and Viricel absent). C. LIBRARY DIRECTOR'S STAFF REPORTS C1. Update on Bylaws Review: Oral report by Deborah Clark, Library Director. Deborah Clark, Library Director, stated the city attorney is working on the Bylaws. Staff should have them for the next Library Foundation meeting. C2. Update on Victoria Gardens Cultural Center Project: Oral report by Deborah Clark,Library Director. Deborah Clark, Library Director, stated the Victoria Gardens Library project plans are in the schematic phase. The project manager for the State reviewed the plans and returned them with comments. Staff will be going into the next phase of design which includes selecting carpet, furniture, etc. Boardmember Filippi arrived at 6:25 p.m. oZ- Library Foundation Board Minutes April 14, 2003 Page 2 D. BOARD BUSINESS D1. Ongoing Development Plan of Fundraising Campaign: discussion facilitated by Gene House, fundraising consultant. Report attached. a) Major Campaign Elements i) Approval of Campaign Dollar Goal $2 million Campaign Dollar Goal was reviewed and acknowledged ii) Review of Purpose of Endowment Boardmember Davies recommended there be a Bylaws review under Section 2 for the purpose of the endowment for the Library. iii) Approval of Fundraising Split Between Library and Theatre iv) Review of Campaign Name & Logo President Williams asked for an alternate Campaign Name and Logo, rather than "the Heart" campaign. The American Heart Association uses the heart as their logo and slogan. Boardmembers present concurred with him, agreeing that it could confuse the donors. President Williams suggested PALS, Performing Arts and Library Service. Boardmember Mitchell suggested the comedy/tragedy faces connected with the arts could be used reading a book. V) Review of Campaign Volunteer Leadership vi) Review of Campaign Budget Deborah Clark,Library Director,stated that staff will be developing a policy guideline for meals and related expenses. vii) Review of Gift Chart Boardmember Leal asked that the Gift Chart and the Donor Recognition Program coincide with each other. She also suggested that the gap between $25,000 and $5,000 be filled. Also suggested two different Gift Opportunities. One targeting Businesses and another smaller donors. viii) Review and Approval of Donor Recognition Program ix) Approval of Timetable 3 Library Foundation Board Minutes April 14,2003 Page 3 Boardmember Davies suggested at the May 7 City Council meeting that the co-chairs of the campaign cabinet,Tony Mize and Paul Williams,present the joint fund development master plan to Council. b) Library Foundation Members Initial Campaign Needs/Activities Boardmember Davies would like a Pledge Card created, a basic letter for initial presentations to potential donors and a pledge envelope. D2.Library Annual Fundraising Campaign. Oral report by Library Director, Deborah Clark. Deborah Clark, Library Director, stated that staff would start working on the annual fundraising campaign in May. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING None received. F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Boardmember Filippi, seconded by Boardmember Leal to adjourn to Thursday, April 24, at 6:00 p.m., motion carried, 7-0-4(with Akahoshi, Cotter,Pachon and Viricel absent). The meeting adjourned at 8:50 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 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: May 12, 2003 TO: President Williams and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: CONSIDERATION TO TRANSFER $20,000 FROM THE LIBRARY FOUNDATION'S GENERAL FUND TO THE "PROMOTING ARTS AND LITERACY (PAL) CAMPAIGN ACCOUNT. RECOMMENDATION: The Campaign Cabinet recommends that the Library Foundation transfer $20,000 from their General Fund into the Promoting Arts and Literacy (PAL) Campaign account. BACKGROUND/ANALYSIS The consolidation Fund Development Plan approved by both the Library Foundation and the Community Foundation at the April 24`h joint meeting included a 13 month budget for the "Promoting Arts and Literacy" (PAL) Campaign. The total amount of this budget was $38,730 (see attached). The recommendation approved that evening was for each Foundation to contribute $19,365 toward the PAL Campaign. At the Campaign Cabinet meeting of April 30`h, Community Foundation Chair Mize recommended that the Community Foundation contribute $20,000 toward the PAL Campaign account. Library Foundation President Williams agreed to recommend the Library Foundation also contribute $20,000 toward the PAL Campaign account. Approval of this recommendation would result in the transfer of $20,000 from the Library Foundation's General Fund Account into the PAL Campaign account. This action would allow start up funds of$40,000 for the PAL Campaign. FISCAL IMPACT The Cash Report for May 2003 is attached, and shows that as of March 31", 2003, the Library Foundation General Fund held $53,507.78. The funds are more than adequate to allow a transfer of$20,000. Respectfully submitted, Deborah Kaye*ark, Library Director S PROPOSED CULTURAL CENTER CAMPAIGN BUDGET May 2003-June 2004 Campaign Director $ 0 (City staff) Office Manager $ 0 (City staff) Grant Writer $ 0 (Funded in Cultural Center Project) Fundraising Consultants $20,930 (Proposed to be covered by Foundations - Based on 15 hrs/month and 4 trips to RC/month for 13 months) IS Consultant $ 5,300 Brochures $ 0 (Funded in Cultural Center Project) Letterhead/Envelopes/ Labels $ 3,500 (Proposed to be covered through Foundations) Audio/visuals $ 0 (None projected) Telephone $ 0 (Covered through City) Supplies $ 0 (Covered through City) Equipment $ 0 (Covered through City) Postage $ 0 (Covered through City) Duplicating $ 500 (Proposed to be covered by Foundations. Oversize, color copies only; other copies covered through City) Travel' $ 500 (Proposed to be covered by Foundations - In-state travel) Hospitality' $ 6,500 (Proposed to be covered by Foundations— based on $500/month) Other $ 1,500 (Misc. marketing expenses) TOTAL Z3 Recommend that each Foundation provide $19,365 to cover expenses for the first 13-months of the Campaign. 'Policy pending for approval and disbursement of funds. t COMMSERVICouncd&3oardslCommu kyFoundationLSnatepicPlanPro wVss pnl24WOintM"Liig Cam ign Budgettloc , T H E C I T Y O F PANCHO CUCAMONGA Staff Report DATE: May 12, 2003 TO: President Williams and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: Cash Report— May 2003 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $53,507.78 $53,507.78 Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83,000.00 $83,000.00 Adult Literacy $10,000.00 $2,000.00 $12,000.00 Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $191,507.78 $193,507.78 RECONCILIATION Checking Account Balance 3/30/03 $193,507.78