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Home My WebLink About03/10/13 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA ADJOURNED MEETING 6:00 p.m. October 13, 2003 Opici Room Lions Center West 9191 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 Frances Howdyshell, 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 ((94�t . /O, �DO3 at I posted a true and correct copy of the meeting agenda dated l Y� ,. / 3 , D-OQ>5 _ 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 B Y: Vivian Garcia, Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA OCTOBER 13, 2003 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Carrasco , Davies Filippi , Howdyshell , 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: September 15, 2003. 2. Receive and file Treasurer's Report for the month of August, 2003. 5 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. Official Welcome for Frances Howdyshell, appointee by Sue Balchak, President of the Friends of the Library. LIBRARY FOUNDATION BOARD AGENDA OCTOBER 13, 2003 2 RANCHO CUCAMONGA 2. Foundation Member involvement through committees. a) Committee list attached for review and/or alteration. 7 b) Oral reports from committees. Chairs of Committees that have met will report on activities. 3. 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. 4. Library Telethon: Oral reports and/or discussion. a) Winery Event: Oral report by Member Filippi b) Telethon Production: Oral report by Committee 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 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 Friday, October 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: October 13, 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 September 15, 2003. BACKGROUND/ANALYSIS Attached, please find the minutes for the meeting of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Re pectfully submitted, eborah Kay r 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, September 15, 2003, in the Thomas Room of the Lions Center East, located at 9161 Baseline, Rancho Cucamonga, California. The meeting was called to order at 6:06 p.m. Present were Members Akahoshi, Carrasco, Davies, Filippi, Leal, Mitchell, Viricel, Williams and Wimberly. Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also present. B. CONSENT CALENDAR B1. Approval of Minutes: June 10 and August 11 (Akahoshi abstained), 2003. MOTION: Moved by Member Davies to approve the minutes, seconded by Member Wimberly, motion carried, 9-0-1 (with Pachon absent). B2. Receive and file Treasurer's Report for the month of August, 2003. r 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, gave an oral report on the Victoria Gardens Cultural Center Project. D. BOARD BUSINESS DI. Foundation Member involvement through committees. a) Committee list attached for review and/or alteration. b) Oral reports from committees. Chairs of committees that have met will report on activities. a Library Foundation Board Minutes September 15, 2003 Page 2 Foundation Committee List was reviewed by the Board and filed as submitted. Member Davies gave an oral report on the Schools Subcommittee. Member Pachon arrived at 6:20 p.m. D2. 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. D3. Library Telethon: Oral reports and/or discussion. President Williams requested a Timeline for the Telethon. The following subcommittees will meet before the next Library Foundation meeting: Production Team Marketing Team Special Events Team E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. Telethon 2004 E2. Holiday Event E3. Monthly Income—PAL Account F. COMMUNICATIONS FROM THE PUBLIC None received. 3 Library Foundation Board Minutes September 15, 2003 Page 3 G ADJOURNMENT MOTION: Moved by Member Filippi to adjourn to Monday, October 13, 2003, seconded by Member Williams, motion carried, 10-0. The meeting adjourned at 7:15 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 5t{A ^, i T H E C I T Y O F R A N C H O C U C A M O N G A Staff Report DATE: October 13, 2003 TO: President Williams and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: Treasurer's Report — September 2003 CASH REPORT BEGINNING MTD MTD ENDING September, 2003 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $55.843.61 $783.24 ($1,085.25) $55,541.60 Mervyn's Children's Program Fund 865.00 865.00 Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83.000.00 $83,000.00 Adult Literac $2,000.00 $2,000.00 PAL Campaign ($20,000.00) ($20,000.00) Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $164.978.61 $783.24 ($1,085.25) $164,676.60 S Rancho Cucamonga Public Library Foundation Sen-03 July 2003 $184,978.61 Deposits 9/3/2003 4.00 911012003 2.00 9/1112003 750.00 9/2912003 12.00 Stop Payment Service charge Interest 15.24 Less Checks 1170 (78.00) Inland Empire Open-Volunteer applica0ons 1171 (117.00) Inland Empire Open-Volunteer applications 1172 (656.25) Gene House-Consulting May-July 1173 Check voided 1174 (234.00) Inland Empire Open-Volunteer applications $184,676.60 Statement Ending Balance 185,749.85 Deposits in Transit 12.00 Less O/S Checks 1170 (78,00) 1171 (117.00) 1172 (656.25) 1174 (234.00) Adjusted Bank Balance 184,676.60 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. MEMBERS AND COMMITTEE ASSIGNMENTS PAUL WILLIAMS: PAL Campaign Telethon Production TERESA AKAHOSHI School/Youth Committee REBECCA DAVIES: School/Youth Committee STEFANI CARRASCO: Special Events Prospect Identification Committee GINO FILIPPI: Special Events FRANCES HOWDYSHELL RUTH LEAL: Marketing Committee PAL Campaign Special Events Telethon Production WANDA MITCHELL: Special Events Telethon Production PAULA PACHON: Marketing Committee Prospect Identification Committee ANNE VIRICEL Marketing Committee Special Events RAY WIMBERLY PAL Campaign Cabinet Prospect Identification Committee NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held Monday, October 13, 2003, adjourned said meeting to Monday,November 10, 2003, at the hour of 6:00 p.m., in the Opici Room at the Lions Center West, 9191 Baseline Road, Rancho Cucamonga, California. Said adjournment was passed by the following vote: AYES: Carrasco,Davies,Howdyshell,Leal,Pachon,Viricel,Williams and Wimberly. NOES: None ABSENT: Akahoshi, Filippi and Mitchell ABSTAIN: None Vivian Garcia, Library Administrative Secretary Rancho Cucamonga Public Library October 13, 2003