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Home My WebLink About03/07/14 (Special Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING 6:00 p.m. July 14, 2003 Thomas Room Lions Center East 9161 Baseline 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 LIBRARY FOUNDATION BOARD AGENDA JULY 14, 2003 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Carrasco , Davies Filippi' , Leal , Mitchell , Pachon , Virciel , 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 Member or member of the audience for discussion. 1 1. Approval of Minutes: June 9, 2003. 2. Receive and file Treasurer's Report for the month of June, 2003. 6 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 Victoria Gardens Cultural Center Project: Oral report by Deborah Clark, Library Director. 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. Review and Approval of the Library Foundation's Fiscal Year 7 2003/04 Annual Budget. 2. PAL Campaign Reports: LIBRARY FOUNDATION BOARD AGENDA JULY 149 2003 2 RANCHO CUCAMONGA a) PAL Campaign Cabinet Meetings. Oral report by President Williams and Director Wimberly. b) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. ii) Additional tools or suggested materials to aid Members in their presentations. 3. Library Telethon: Oral reports and/or discussion. a) Selection of Dates b) Selection of Hosts c) Foundation Member involvement in event through committees. Committee list attached for review and/or alteration. 4. Holiday Winery Event. How this annual event will fit into the overall campaign. Oral report and discussion conducted by President Williams and Member Filippi. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for 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. PUBLIC COMMUNICATIONS 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 ori the Agenda. G. ADJOURNMENT I, Vivian R. Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, or my designee,, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, July 10, 2003, seventy two (72) hours prior to the meeting per Government Code 54954.2 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: July 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 June 10, 2003. BACKGROUND/ANALYSIS Attached, please find the minutes for the Meeting(s) of the Library Foundation Board listed above, taken by Library Assistant Rose Manela and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Respectfully submitted, 1e/� Deborah Kaye ark Library Director 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 Tuesday, June 10, 2003, in the Rains Room of the City of Rancho Cucamonga, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:07 p.m. Present were Members Davies, Filippi, Leal, Viricel, Williams and Wimberly. Deborah Clark, Library Director and Rose Manela, Literacy Supervisor, were also present. B. CONSENT CALENDAR Member Mitchell arrived at 5:10 p.m. B1. Approval of Minutes: May 12, 2003 (Filippi abstained). MOTION: Moved by Member Davies to approve the minutes, seconded by Member Wimberly. Motion carried, 5-0-3-1 (with Akahoshi, Carrasco and Pachon absent). Member Akahoshi arrived at 5:15 p.m. B2. Receive and file Treasurer's Report for the month of May, 2003. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Update on Victoria Gardens Cultural Center Project: Oral report by Deborah Clark, Library Director. Deborah Clark, Library Director, stated that an announcement on the ground breaking should be in the next few weeks. D. BOARD BUSINESS DI. Approval of Updated Bylaws: Oral report by Rebecca Davies, Chair of Bylaws Committee. Library Foundation Board Minutes June 10, 2003 Page 2 Member Davies reviewed the Bylaws with the Board. MOTION: Moved by Member Akahoshi to approve the Bylaws, seconded by Member Filippi, motion carried, 8-0-2 (with Carrasco and Pachon absent). D2. Election of Officers for Library Foundation for 2003/04 Fiscal Year. MOTION: Moved by Member Davies to elect Paul Williams as President, seconded by Member Akahoshi, motion carried, 8-0-2 (with Carrasco and Pachon absent). MOTION: Moved by Member Filippi to elect Rebecca Davies as Vice President, seconded by Member Viricel, motion carried, 8-0-2 (with Carrasco and Pachon absent). MOTION: Moved by Member Wimberly to close the nominations, seconded by Member Filippi, motion carried, 8-0-2 (with Carrasco and Pachon absent). Member Carrasco arrived at 5:28 p.m. D3. Review and approval of the Library Foundation's Fiscal Year 2003/04 Annual Budget. MOTION: Moved by Member Akahoshi to hold this item over to the next meeting, seconded by Member Filippi, motion carried, 9-0-1 (with Pachon absent). D4. PAL Campaign Reports: a) PAL Campaign Cabinet Meetings. Oral report by President Williams and Director Wimberly. b) Library Foundation Members Campaign Activities i) Donor prospects for each Foundation Member Oral report by Members of contacts made, stories to share, etc. President Williams shared his presentations with the Board. Member Wimberly shared his "ask" with the Board. Member Carrasco has sent out her letters. D5.Library Telethon: Oral report by and/or discussion. a) Selection of Dates b) Selection of Hosts 3 Library Foundation Board Minutes June 10, 2003 Page 3 C) Foundation Member involvement in event through committees. Committee list attached for review and/or alteration. MOTION: Moved by Member Viricel to hold this item to the next meeting, seconded by Member Mitchell, motion carried, 9-0-1 (with Pachon absent). D6. Holiday Winery Event. How this annual event will fit into the overall campaign. Oral report and discussion conducted by President Williams and Member Filippi. President Williams asked for volunteers for a subcommittee. Members Filippi, Leal, Mitchell and Viricel, volunteered. A tentative date of Friday, December 5 t was established. D7. Meeting location during City Hall construction project. Oral report by Vivian Garcia, Department Secretary. Rose Manela, Literacy Supervisor, reviewed the dates and locations with the Board. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. PAL reports E2. Telethon 2004 E3. 2003/04 Annual Budget E4. Holiday Event F. COMMUNICATIONS FROM THE PUBLIC None received. G. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn, seconded by Member Wimberly,motion carried, 9-0-1 (with Pachon absent). The meeting adjourned at 5:57 p.m. Library Foundation Board Minutes June 10, 2003 Page 4 Respectfully submitted, VfNLd�•��Gi.,r�c.tr� Vivian Garcia Administrative Secretary Approved: 5 T H E C I T Y O F RANCn0 CU C A M 0 N C A Staff Report DATE: July 14, 2003 TO: President Williams and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: Cash Report — June 2003 CASH REPORT BEGINNING MTD MTD ENDING June CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $55,092.96 $2,363.97 ($987.00) $56,469.93 Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83,000.00 $83,000.00 Adult Literacy $12,000.00 $12,000.00 PAL Campaign ($20,000.00) ($20,000.00) Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $175,092.96 $2,363.97 ($987.00) $176,469.93 RECONCILIATION Checking Account Balance 6/25/03 $196,469.93 Less PAL Campaign ($20,000.00) $176,469.93 l// 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: July 14, 2003 TO: President Williams and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: REVIEW AND APPROVAL OF THE LIBRARY FOUNDATION'S FISCAL YEAR 2003/04 BUDGET RECOMMENDATION: Staff recommends that the Foundation review the proposed operating budget for 2003/04, attached. BACKGROUND: The Library Foundation bylaws call for passage of the next fiscal year's budget at the annual meeting in June. However, due to the recent transfer of funds for expenditures during the PAL campaign and due to questions that have recently been aired regarding the logistics of how the Foundations will handle expenditures with all income being channeled to the PAL campaign, it was proposed and seconded at the June meeting that the item be returned for vote on the Regular Meeting of July 13, 2003. FISCAL IMPACT: None. zt ely, Deborah Kaye Library Director RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET 2003/2004 PRELIMINARY PROPOSED BUDGET 2003/2004 Balance Sheet Projection Opening Assets $163,093 REVENUES PROJECTED Winery Event Revenues $3,000 Telethon Revenues $100,000 Apartment Rental Projected $9,600 Children's Programming Grants $2,000 PGA Tour Donation $5,000 Projected Interest Earned $300 Sub Total $282,993 FUND TRANSFERS AND EXPENDITURES Funds Transferred Out to the PAL Account Children's Endowment Fund ($40,000) Victoria Gardens Book Fund ($83,000) Telethon 2004 ($100,000) Sub Total ($223,000) Less Direct Telethon Expenses $14,380 Total Fund Transfers to PAL Account ($208,620) Library Foundation Expenditures Total Expenditures Projected ($17,955) Total Balance Remaining in Library Foundation $56,418 PRELIMINARY PROPOSED BUDGET APPROVED BUDGET PROPOSED 2003104 BUDGET SPENT BUDGET 2002/2003 2002/2003 2003/2004 OPERATIONAL EXPENSES $9,300 $1,567 $4,200 Conferences for Boardmembers $500 $0 $500 Board Expenses $200 $25 $200 Board Training/Strategic Planning $7,000 $1,507 $2,000 Printing $200 $0 $300 Postage $500 $0 $500 _ Stationery $500 $0 $500 Business Expenses $200 $0 $200 Publicity $200 $0 $0 Tax Preparation $700 $35 $0 EVENTS WINERY EVENT $750 $469 $975 Printing $200 $247 $200 Sodas/Papergoods/Wine $400 $44 $400 Decorations $150 $178 $150 Lights for Parking $0 $206 $225 TELETHON EVENT $1,180 $6,163 $14,380 Performer Reimbursements $0 Printing $500 $500 Broadcast $500 $500 Production Company $5,573 $6,000 Trivia Challenge MC $3,000 Rodney Gilfry Performance $112 $500 Sound System $0 $2,000 Phone System $0 $478 $500 Telethon Recption $0 $0 Telethon Incentive Gifts $0 $0 Telethon Event Misc. Sodas/Papergoods $100 $100 Banner Update $0 $0 Stage Backdrop, Etc. $80 $80 Telethon Host/Hostess Expenses $0 $0 Telethon Thank You Party Expenses Stationary $0 $200 Food $0 $700 Decorations $0 $100 Telethon Thank You Gifts $0 $0 $200 OTHER EXPENSES $780 $390 $780 Apartment Rental $0 $0 State Farm Open Tour $780 $390 $780 TOTAL EXPENDITURES $12,010 $8,589 $20,335 LIBRARY DONATIONS $10,000 $12,000 $12,000 Adult Literacy $10,000 $12,000 $10,000 Children's Programs $2,000 TOTAL FOUNDATION BUDGET $21,230 $20,199 $31,555 9