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Home My WebLink About03/11/10 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA ADJOURNED MEETING 6:00 p.m. November 10, 2003 Opici Room Lions Center West 9191 Baseline Rancho Cucamonga, California 91730 +r+ 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 N ry1Y- o , a0o3 at11� I posted a true and correct copy of the meeting agenda dated at GQp. �e, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on D7 at Rancho Cucamonga . DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: Y Imo" Vivian Garcia, Administrative Secretary City of. Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA NOVEMBER 10, 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: October 13, 2003. 2. Receive and file Treasurer's Report for the month of October, 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. Library Foundation Committees: updated list attached. g 2. PAL Campaign Reports: a PAL Campaign Account Update: Oral report by staff. LIBRARY FOUNDATION BOARD AGENDA NOVEMBER 10, 2003 2 RANCHO CUCAMONGA b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Director Wimberly. c) 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. d) Pal Campaign Events i) Gala Update: Oral report by Board Member Pachon. ii) Winery Event: Update from Special Events Committee. iii) Library Telethon: Oral reports and/or discussion. i. Update from Administration 1. Telethon timeline attached 11 ii. Update from Committees 1. SchoolNouth Committee: Oct. 13, 2003 2. Telethon Production Committee: Oct. 30, 2003 3. Establishment of future Committee meetings. 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 Thursday, November 6, 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 PUBLIC LIB RAR Y Staff Report DATE: November 10, 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 October, 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 lar 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 Monday, October 13, 2003, in the Opici Room of the Lions Center West, located at 9191 Baseline, Rancho Cucamonga, California. The meeting was called to order at 6:05 p.m. Present were Members Carrasco, Davies, Filippi, Howdyshell, Leal, Viricel, Williams and Wimberly. Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also present. B. CONSENT CALENDAR B1. Approval of Minutes: September 15, 2003. MOTION: Moved by Member Filippi to approve the minutes,seconded by Member Davies,motion carried, 7-0-3-1 (with Akahoshi, Mitchell and Pachon absent). B2. Receive and file Treasurer's Report for the month of September, 2003. MOTION: Moved by Member Wimberly to approve the Treasurer's Report, seconded by Member Filippi, motion carried 8-0-3 (with Akahoshi, Mitchell and Pachon absent). 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 Proj ect. D. BOARD BUSINESS D1. Official Welcome for Frances Howdyshell, appointee by Sue Balchak, President of the Friends of the Library. Library Foundation Board Minutes October 13, 2003 Page 2 Deborah Clark Library Director, introduced Frances Howdyshell, appointee by the Friends of the Library. D2. 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. Member Pachon arrived at 6:25 p.m. D3. 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. D4. Library Telethon: Oral reports and/or discussion. a) Winery Event: Oral report by Member Filippi b) Telethon Production: Oral report by Committee Oral reports were given by the Chair of each committee to the Board. Member Filippi left at 6:55 p.m. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. Gala Update E2. PAL Campaign Account Update 3 Library Foundation Board Minutes October 13, 2003 Page 3 F. COMMUNICATIONS FROM THE PUBLIC None received. G ADJOURNMENT MOTION: Moved by Member Viricel to adjourn to Monday, November 10, 2003, seconded by Member Pachon, motion carried, 8-0-3 (with Akahoshi, Filippi and Mitchell absent). The meeting adjourned at 7 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: ' ��yyyyy,pppF T H E C I T Y O F RANCno Cu CAM ON CA Staff Report DATE: November 10, 2003 TO: President Williams and Members of the Library Foundation Board FROM: Deborah Kayeibrary Director SUBJECT: Treasurer's Report October 2003 CASH REPORT BEGINNING MTD MTD ENDING October, 2003 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $55.541.60 $772.77 $56.314.37 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 Literacy $2,000.00 $2,000.00 PAL Campaign ($20,000.00) ($20,000.00) Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $164,676.60 $772.77 $0.00 $165,449.37 s Rancho Cucamonga Public Library Foundation Oct-03 September 2003 $184,676.60 Deposits 10/1512003 756.00 Stop Payment Service charge Interest 16.77 - Less Checks $185,449.37 Statement Ending Balance 185,878.37 Deposits in Transit Less OIS checks #1170 (78.00) #1171 (117.00) #1174 (234.00) Mjusted Bank Balance 185,449.37 . Bank of America.1%j. Your Bank of America Business Interest 06, 29 Checking Statement _ E 1-P Statement Period: September 27 through October 29, 2003 Account Number: 06285.22199 RANCHO CUCAMONGA PUBLIC LIBRARY FOU Priority Customer Service 10500 CIVIC CENTER DR Call: 1.800.678.1433 RANCHO CUCAMONGA CA 91729 Online: www.bankofamerica.com Written Inquiries Bank of America. Riverside Main Office PO Box 37176 San Francisco, CA 94137-0001 Customer since 1977 Our free Online Banking service allows you to check account balances, Bank of America appreciates your transferfunds, pay bills and more. Enroll at www.bankofamerica.com. business'and we enjoy serving you. ❑ Summary of Your Business Interest Checking Account Beginning Balance on 09/27/03 $185,749.85 Annual Percentage Yield earned this period 0.10% Total Deposits and Other Credits + 768.00 Interest paid year-to-date $253.05 Total Checks, Withdrawals, Number of checks paid 1 Transfers, Account Fees - 656.25 Number of 24 Hour Customer Service Calls Interest Paid + 16.77 Self-Service 0 Assisted 0 Ending Balance $185,878.37 ❑ Important Information About Your Account Based on the minimum balance you've maintained in this account, your monthly service charge has been waived. ❑ Deposits Number Date Posted Amount Number Date Posted Amount 09/29 $ 12.00Total of 2 deposits $768.00 10/16 756.00 ❑ Checks Paid Date Paid Number Amount' 09/30 1172 1656.25 ❑ Account Activity Date Posted Description Reference Number Amount Interest Paid 10/29 Interest Paid from 09/27/03 Through 10/29/03 $16.77 _ Continued on next page 0007817.001221 California Page 1 of 2 R�d.Pape, 904l11n 110 ran IcI waa. �W*V- RANCHO CUCAMONGA PUBLIC LIBRARY FOU Statement Period: September 27 through October 29, 2003 Account Number: 06285-22199 ❑ Daily Balance - Date Amount Date Amount Date Amount 09/29 $ 185.761.85 10/16 185,861.60 09/30 185,105.60 10/29 - 185,878.37 ❑ Bank of America: In Balance To assist you in reconciling your account, we have provided the following summary information. A reconciliation worksheet is printed on the reverse of this page. • Your ending balance from this statement..........................................................................................................................$185,878.37 • Add interest paid to your checkbook register.................................................................................... ..........16.77 ............................... g 0007B77.002.221 California Page 2 of 2 0 Rarytl O i 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;Frances Howdyshell, 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; Frances Howdyshell, 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. 9 MEMBERS AND COMMITTEE ASSIGNMENTS PAUL WILLIAMS: PAL Campaign Telethon Production TERESA AKAHOSHI School/Youth Committee REBECCA DAVIES: School/Youth Committee STEFANICARRASCO: Special Events Prospect Identification Committee GINO FILIPPI: Special Events FRANCES HOWDYSHELL Prospect Identification Committee Special Events RUTH LEAL: Marketing Committee PAL Campaign 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 /� TELETHON 2004 - TIMELINE AND TASK LIST Task Assigned To Status September/October: Select Project and Goals for the 2004 Telethon Foundation Board Completed Select hosts for the event Foundation Board On-Going Review and activate subcommittees, establish committee goals and generate timelines for each Foundation, subcommittees Completed Contract with Production Crew Library Staff Completed Meet with Inland Valley Daily Bulletin as major sponsor Ruth Leal Completed Plan school/PTA involvement Schools Subcommittee Completed Plan for December Kickoff at the Winery Foundation On-Going November: Meet with Charter/Adelphia for contract Library Staff/Ruth Leal/Kimberly Thomas Create Marketing Plan Marketing/Publicity Committee Work with Jackie Amsler, Daily Bulletin, on publicity Library Staff/Marketing Comm. Confirm sound crew Library Staff Brainstorm ideas for "Groundbreaking" ceremony Library Staff/Francie Martindale/Wilkin Group December: Co host Telethon Kickoff Event at the Winery Foundation, Library Staff Complete booking of all Show Hosts Telethon Production Committee Begin creating questions for Jr. Trivia Challenge Library Staff Task Assigned To Status January Begin planning and scripting "PAL stories" Library Staff/Telethon Production Comm. Create forms, letters, fliers for mass mail out Library Staff/Wilkin Group Begin promotion visits for School/PTA Involvement School/Youth Committee Create poster for printing Library Staff/Wilkin Group/Daily Bulletin Create fliers for Charter Cable distribution Library Staff/Charter Staff/DB Begin solicitation for auction prizes/General support Special Event Committee Begin 'Reading Moment' taping Telethon Production Comm./ Library Production Staff Sketch out basic outline of entire show Library Production Staff Coordinate phone bank set up Library Staff/City Purchasing Staff Solicit teams for Jr. Trivia contest School/Youth Committee February Complete mass mail out Library Staff Chamber Mail Out Church Mail Out Magic word Mail Out Service Club Mail Out Past Donors Begin taping library stories Library Staff/Telethon Production Comm. Follow up solicitations for Magic Word prizes Foundation Board Begin taping pre-broadcast entertainment segments Library Production Staff Continue pre-taping of segments Library Production Staff Continue follow up on solicitations Foundation Task Assigned To Status Book phone bank volunteers Foundation, Library Staff Finalize questions for Jr. Trivia contest Library Staff Continue basic outline of entire show Library Production Staff Design sets and backdrops Library Staff Set up stage Vivian/Facilities Staff Coordinate facilities staff schedule and duties Vivian/Facilities Staff March Continue follow up on solicitations Foundation Edit pretaped entertainment segments Library Production Staff Edit "Reading Moment' segments Library Production Staff Continue basic outline of entire show Library Production Staff Write scripts for all hosts and segments Library Production Staff Finalize Jr. Trivia contest questions and format Library Staff April Finalize show schedule Library Production Staff Program teleprompter Library Production Staff Wire up phone bank City Purchasing Staff Acquire credential and access for all staff/volunteers Vivian/Facilities Staff Continue follow up on solicitations All SHOWTIME! April 16Th, 17eh and 18th NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held Monday,November 10, 2003,adjourned said meeting to Monday,December 8,2003, at the hour of 6:00 p.m., in the Thomas Room at the Lions Center East,9161 Baseline Road,Rancho Cucamonga, California. Said adjournment was passed by the following vote: AYES: . Davies, Howdyshell, Mitchell, Pachon, Viricel, Williams and Wimberly. NOES: None ABSENT: Akahoshi, Carrasco, Filippi and Leal ABSTAIN: None Vivian Garcia, Library Administrative Secretary Rancho Cucamonga Public Library November 10, 2003