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HomeMy WebLinkAbout03/09/15 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA ADJOURNED MEETING 6:00 p.m. September 15, 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 Members Paul Williams, President Teresa Akahoshi, Member Stefani Carrasco, Member Rebecca Davies, Vice President Gino Filippi, Member Ruth Leal, Member Wanda Mitchell, Member Paula Pachon, Member Anne Viricel, Member Ravenel Wimberly, Member 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 / o7D0 3 at o2 p,M. I posted a true and correct copy of the meeting agenda dated �S X003 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 LIBRARY FOUNDATION BOARD AGENDA SEPTEMBER 15, 2003 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Carrasco , 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 Member or member of the audience for discussion. 1 1. Approval of Minutes: June 10 and August 11, 2003. 2. Receive and file Treasurer's Report for the month of August, 2003. 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. Foundation Member involvement through committees. a) Committee list attached for review and/or alteration. 8 b) Oral reports from committees. Chairs of committees that have met will report on activities. LIBRARY FOUNDATION BOARD AGENDA SEPTEMBER 15, 2003 2 RANCHO CUCAMONGA 2. PAL Campaign Reports: 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. 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 on the Agenda. G. ADJOURNMENT 1, 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, September 11, 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: September 15, 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 and August 11, 2003. BACKGROUND/ANALYSIS Attached, please find the minutes for the joint meeting with the Community Foundation taken by Melissa Morales, Senior Administrative Secretary for June 10. Also the meeting of the Library Foundation Board for August 11, taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Respectfully submitted, /4�zy& CCS R- Deborah Kaye Clark Library Director LIBRARY FOUNDATION COMMITTEES PAL CAMPAIGN COMMITTEE Members: Paul Williams, Library Foundation; Ray Wimberly, Library Foundation; Ruth Leal, Library Foundation; Tony Mize, Community Foundation; Jo Dutton, Community Foundation; Dr. Harvey Cohen, Community Foundation. Staff: Kevin McArdle, Community Foundation; Paula Pachon, Community Foundation; Deborah Clark, Library Foundation. Project: To coordinate efforts on the"Performing Arts and Literacy Campaign" between the Library Foundation and the Community Foundation. SCHOOL/YOUTH COMMITTEE Members:Rebecca Davies,Foundation Board Member;Theresa Akohashi,Foundation Board Member;Joyce Womack, Library Board Member; Renee Tobin, staff. Additional membership from education community. Project: To promote library fundraisers and activities to the school community:class rooms,Superintendents, School Boards and PTA's. During Telethon years, focus is on fund development and participation in Junior Trivia Challenge and performances. MARKETING AND PUBLICITY COMMITTEE Members: Ruth Leal, Foundation Member; Paula Pachon, Foundation Member; Anne Viricel, Foundation Member. Deborah Clark, staff. Project:To promote the Telethon within the business community,to solicit corporate and business sponsors,to create a timeline, generate a list of publicity print and media publicity opportunities,create press releases and contact news media for photo opportunities. TELETHON PRODUCTION COMMITTEE Members: Ruth Leal,Foundation Member;Wanda Mitchell,Foundation Member;Paul Williams,Foundation Member; Robert Karatsu, staff. Project: To create and design Telethon format, contact and book entertainment and celebrity guests for the Telethon and to line up show hosts for the broadcast. SPECIAL EVENT COMMITTEE Members: Stefani Carrasco,Foundation Board Member;Gino Filippi,Foundation Board Member;Ruth Leal, Foundation Board Member; Wanda Mitchell, Foundation Board Member; Anne Viricel, Foundation Board Member; Deborah Clark and Karye Hood, Staff. Project: To recommend special events;to coordinate logistics of events;plan entertainment;plan author visits. PROSPECT IDENTIFICATION COMMITTEE Members: Stefani Carrasco, Foundation Board Member; Paula Pachon, Foundation Board Member; Ray Wimberley, Foundation Board Member. Project: To develop additional lists of donor prospects; to develop creative plans for involving additional community groups, block areas, corporate sponsorships, etc. v O MEMBERS AND COMMITTEE ASSIGNMENTS PAUL WILLIAMS: PAL Campaign Telethon Production REBECCA DAVIES: School Youth Committee STEFANI CARRASCO: Special Events Prospect Identification Committee GINO FILIPPI: Special Events RUTH LEAL: Marketing PAL Campaign Special Events Telethon Production WANDA MITCHELL: Special Events Telethon Production PAULA PACHON: Marketing Committee Prospect Identification Committee ANNE VIRICEL Marketing Special Events RAY WIMBERLY PAL Campaign Cabinet Prospect Identification Committee September 10, 2003 COMMUNITY FOUNDATION AND LIBRARY FOUNDATION MINUTES OF THE JUNE 10, 2003, JOINT SPECIAL MEETING A. CALL TO ORDER The joint special meeting of the Rancho Cucamonga Community Foundation and Library Foundation was held on Tuesday, June 10, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:03 p.m. Present were: Community Foundation Board Members: Arreguin, Bowne, Buquet, Cohen, Dutton, Metel, Parker, Punter, Younger and Mize. Library Foundation Board Members: Akahoshi, Carrasco, Davies, Filippi, Mitchell, Leal Mitchell, Pachon, Viricel, Wimberly and Williams. Staff: Deborah Clark, Library Director; Kevin McArdle, Community Services Director; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III; Vivian Garcia, Administrative Secretary and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. FOUNDATION BUSINESS 1. Update on the Cultural Center Project was presented by Director McArdle. He showed various conceptual drawings of the facility including interior designs specifically highlighting the various areas of the facility to be sponsored through the P.A.L. Campaign. Director Clark reported staffs receipt in the near future of $500,000 from the library grant. Manager Martindale showed the Boardmembers mock-up Cultural Center marketing brochures. She also announced the new formation of a children's advisory group called the "Kids Culture Company." She indicated that children with library and/or theater interests would be selected to participate. 2. Update and discussion regarding the Cultural Center Project's P.A.L. Campaign (Promoting Arts and Literacy)was introduced by Director McArdle He referenced the handout which listed "perks" to donors of the P.A.L. Campaign which would include Gala and Telethon sponsorship benefits. Following presentation of staffs recommended donation/sponsorship levels, the Boards took the following action: MOTION: Moved by Member Younger, seconded by Vice Chair Cohen,to approve the proposed P.A.L. Campaign donation level and Gala/Telethon perks, as recommended by staff. Motion carried: 10-0. MOTION: Moved by Member Filippi, seconded by Member Leal, to approve the proposed P.A.L. Campaign donation level and Gala/Telethon perks, as recommended by staff. Motion carried: 10-0. LIBRARY FOUNDATION 1 June 10, 2003 3. Chairman Mize opened discussion on the update from Foundation Members on their solicitation efforts for the Cultural Center Project. He thanked Consultant House and staff for their diligence, and distributed individualized pledge cards to the Community Foundation for their consideration. He was joined by President Williams in encouraging 100% Library and Foundation Board participation, which also assist in meeting a requirement of many grants for 100% Board participation. Consultant House stressed that the upcoming Phase 1 deadline is November 1 st. Member Akahoshi left at 6:45 p.m. Member Filippi left at 6:46 p.m. President Williams reported on his first solicitation attempt which resulted in a $5,000 pledge. He inspired his co-Board Members to continue with their efforts. Vice Chair Cohen left the meeting at 6:50 p.m. and Member Younger left at 6:55 p.m. Member Bowne announced that local celebrity Rod Gilfrey expressed his interest in serving as an Honorary Member of the P.A.L. Campaign Cabinet. No action was taken by the Board. D. ADJOURNMENT MOTION: Moved by President Williams, seconded by Chair Mize, to adjourn the special joint meeting of the Community Foundation and Library Foundation. The meeting was adjourned at 7:05 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: August 12, 2003 7-0-3 (Absent: Arreguin, Buquet and Dutton) LIBRARY FOUNDATION 2 June 10, 2003 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 11, 2003, in the Thomas Room of the Lions Center East, located at 9161 Baseline, Rancho Cucamonga, California. The meeting was called to order at 6:05 p.m. Present were Members Carrasco, Davies, Filippi, Leal, Mitchell, Viricel, Williams and Wimberly. Mayor Williams Alexander, Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also present. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS B1. Administration of Oath of Office — Oath of Office will be administered to re-appointees Rebecca Davies, Gino Filippi and Anne Viricel. C. CONSENT CALENDAR Cl. Approval of Minutes: June 10 and July 14 (Filippi and Leal abstained), 2003. MOTION: Moved by Member Davies to approve the minutes, seconded by Member Filippi,motion carried, 8-0-2 (with Akahoshi and Pachon absent). D. LIBRARY DIRECTOR'S STAFF REPORTS D1. Update on Victoria Gardens Cultural Center Project: Oral report by Deborah Clark, Library Director. Deborah Clark, Library Director, gave an oral report on the Victoria Gardens Cultural Center Project. D2. Cash Flow Report: Report attached. Deborah Clark, Library Director, handed out a new report and reviewed the report with the Members. Library Foundation Board Minutes August 11, 2003 Page 2 E. BOARD BUSINESS E1. PAL Campaign Reports: 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. Oral reports were given by each Member. Member Davies asked if there could a second page added to the designating categories such as Diamond, etc. E2. Library Foundation Committees: Discussion of committee structure, led by President Williams. Report attached. President Williams reviewed the committee list with the Board. Committee List School/Youth Committee Telethon Production Committee Special Events Committee Prospect Identification Committee MOTION: Moved by Member Leal to add committees, seconded by Member Viricel, motion carried, 8-0-2 (with Akahoshi and Pachon absent). E3. Library Telethon: Discussion and update items. a) Selection of Dates b) Selection of Hosts c) Foundation Member involvement in event through committees. Committee list attached for review and/or alteration. Member Leal presented an oral report on the selection of hosts for the Telethon. S Library Foundation Board Minutes August 11, 2003 Page 3 E4. Holiday Winery Event. Oral report from Winery Event subcommittee. Member Filippi stated that the Holiday Winery Event will be held on Friday, December 5 at the J. Filippi Winery. The committee will invite the same chiefs from last year. They would also like to have the Authors with their books part of the evening. The Chaffey College Art Gallery would also be open. The ticket price will remain $25. . Member Leal left at 7:38 p.m. F. IDENTIFICATION OF ITEMS FOR NEXT MEETING F1. Telethon 2004 G. COMMUNICATIONS FROM THE PUBLIC None received. H. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn to Monday, September 15, 2003, seconded by Member Carrasco, motion carried, 7-0-3 (with Akahoshi, Leal and Pachon absent). The meeting adjourned at 7:43 p.m. Respectfully submitted, dell k,u tl Vivian Garcia Administrative Secretary Approved: Rancho Cucamonga Public Library Foundation Auq-03 July 2003 $184,700.54 Deposits 81WO03 750.00 Stop Payment Service charge Interest 14.81 Less Checks 1167 (95,00) Grandma Susie Clown-Summer Reading Program Party 1168 (141.74) Office Depot-Supplies 1168 (250.00) Animal Ambassadors-Story time $184,978.61 Statement Ending Balance 185.613.61 Deposita in Transit - Less OIS checks 1166 (385.00) - 1169 (250.00) Adjusted Bank Balance 184,978.61 NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held Monday, August 11,2003,adjourned said meeting to Monday, September 15,2003, at the hour of 6 p.m.. Said adjournment was passed by the following vote: AYES: Carrasco, Davies, Filippi, Mitchell, Viricel, Williams and Wimberly NOES: None ABSENT: Akahoshi, Leal, Pachon ABSTAIN: None Vivian Garcia, Senior Administrative Secretary Rancho Cucamonga Public Library August 12, 2003