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Home My WebLink About05/08/08 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. August 8, 2005 Training 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 L. Dennis Michael, Councilmember Sam Spagnolo, Councilmember Foundation Members Ruth Leal, President Frances Howdyshell, Vice President Teresa Akahoshi, Member Bruce Bowne, Member Rebecca Davies, Member Gino Filippi, Member Ned Leonard, Member Ron Sakala, Member Paul Williams, 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 o 7" at ,I posted a true and correct copy of the meeting agenda dated Clz g, 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: V ,� A�{�_ Vivian Garcia, Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA AUGUST 8, 2005 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Bowne , Davies , Filippi , Howdyshell , Leal Leonard , Sakala 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. Approval of Library Foundation Treasurer's Report: July, 2005. 1 2. Approval of Minutes: July 11, 2005. 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. 2. Authorization to release a check to the City in support of the Literacy 10 Program for the sum of $2,000. Presented by Deborah Clark, Library Director. Report attached. 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. Approval of Board participation on Sub Committees. Continued 11 from July, report attached. 2. Discussion of next Winery Event. Member Filippi to start this discussion. 3. PAL Campaign Reports: a) PAL Campaign Account Update. June, 2005 attached. 14 b) PAL Campaign Events i) Golf Tournament: Oral report from staff. ii) Concert Under the Stars: Oral report from Member Williams. c) PAL Campaign Cabinet Meetings, Oral report by attendees. i Meeting of July 13, 2005 LIBRARY FOUNDATION BOARD AGENDA AUGUST 8, 2005 2 RANCHO CUCAMONGA d) Library Foundation Subcommittee Reports i) Raffle Subcommittee Report. Update by Director Ned Leonard. e) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. 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, August 4, 2005, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 7368 Archibald Avenue. I'1Y T H E C I T Y O F R A N C II O CUCAMONGA Staff Report DATE: August 8, 2005 TO: President LeaI(,a��Me,mbers of the Library Foundation Board FROM: Deborah KayeiCY�r ibrary Director SUBJECT. Treasurer's Report — July 2005 CASH REPORT BEGINNING MTD MTD ENDING July, 2005 CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $44,912.63 $1,244.01 ($10.000.00) $36.156.64 Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83,000.00 $83,000.00 Adult Literacy $5,915.00 $5,915.00 Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $178,827.63 $1,244.01 ($10,000.00) $170.071.64 .Revenues Received: Interest Earned: $ 14.01 General Fund Rental Check: $ 750.00 General Fund Donations received: $ 480.00 General Fund Expenditures: Reimbursement to the City to cover the support of the Library Literacy Program. $ 10,000 General Fund 1 Rancho Cucamonga Public Library Foundation CASH REPORT JULY 2005 Beginning Balance $178,827.63 Deposits 7/18/2005 $ 750.00 7/19/2005 480.00 1,230.00 Interest 14.01 Less Checks #1215 (10,000.00) City of Rancho Cucamonga-Support Literacy $ 170,071.64 Statement Ending Balance $ 170,179.77 #1211 (108.13) Less 0/8 Checks (108.13) Adjusted Bank Balance $ 170,071.64 BankofAmerica 'li0 Your Bank of America Business Interest — 0628 P Checking Statement E 3-3 — Statement Period: _ June 29 through July 27, 2005 Account Number: RANCHO CUCAMONGA PUBLIC LIBRARY FOU Priority Customer Service 10500 CIVIC CENTER OR Call: 1.800.678.1433 RANCHO CUCAMONGA CA 91729 Written Inquiries — Bank of America — Riverside Main Office PO Box 37176 San Francisco, CA 94137-0001 Customer since 1977 — Bank of America appreciates your business and we enjoy serving you. — Our free Online Banking service allows you to check balances, track account activity, pay bills and more. With Online Banking you can also view up to 18 months of this statement online. Enroll at www.bankofamerica.com/smallbLisiness, ❑ Summary of Your Business Interest Checking Account Beginning Balance on 06/29/05 $179,187.97 Annual Percentage Yield earned this period 0.10% Total Deposits and Other Credits + 1,230.00 Interest paid year-to-date $101.55 Total Checks, Withdrawals, Number of checks paid 3 Transfers, Account Fees - 10,252.21 Number of 24 Hour Customer Service Calls Interest Paid + 14.01 Self-Service - 0 Assisted 0 Ending Balance $170,179.77 ❑ Important Information About Your Account Based on the minimum balance you've maintained in this account, your monthly service charge has been waived. - ❑ Bank of America News - Have a conversation with ADP, and you may never have to have one with the IRS. Call 1.866.373.0087 for a free payroll consultation. Also receive 1 month free payroll proces$ing plus no set-up fees when you sign up for payroll services by 8/31/2005. Make sure to mention Bank of America promotion code "Payroll 0705". Other terms and conditions may apply. ❑ Deposits Number Date Posted Amount Number Date Posted Amount 07/18 $ 750.00 Total of 2 deposits $1,230.00 07/19 480.00 Continued on next page 00074114.001,221 California Page 1 of 3 3 0 Recycled Paper !-I RANCHO CUCAMONGA PUBLIC LIBRARY FOU Statement Period: June 29 through July 27, 2005 Account Number: ll� ❑ Checks Paid Date Paid Number Amount Date Paid Number Amount 07/08 1213 $ 168.14 07/19 1215 10,000.00 07/08 1214 84.07 Total of 3 Checks Paid $10,252.21 ❑ Account Activity ., Date Posted Description Reference Number Amount Interest Paid 07/27 Interest Paid from 06/29/05 Through 07/27/05 $14.01 ❑ Daily Balance Date Amount Dale Amount Dale Amount 07/08 $ 178,935.76 07/19 170,165.76 07/18 179,685.76 07/27 170,179.77 ❑ 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..........................................................................................................................$170,179.77 • Add interest paid to your checkbook register............................................................................................................................. 14.01 C 0007484.002.22 1 California Page 2 of 3 I t 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 12 Y Staff Report DATE: August 8, 2005 TO: President and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meetings of July 11 , 2005. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular and special meetings of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Re pectfully submitted, Deborah Kaye Cla 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,July 11, 2005, in the Training Room of the City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:07 p.m. Present were Members Bowne, Davies, Filippi, Howdyshell, Leal, Williams and Wimberly. Deborah Clark, Library Director, Robert Karatsu, Library Services Manager and Vivian Garcia, Administrative Secretary, were also present. B. CONSENT CALENDAR Bl. Approval of Library Foundation Treasurer's Report, June, 2005. Available at the meeting. B2. Approval of Minutes: June 13, 2005. MOTION: Moved by Member Williams to approve the consent calendar, seconded by Member Howdyshell, motion carried, 7-0-3 (with Akahoshi, Leonard and Sakala absent). C. LIBRARY DIRECTOR'S STAFF REPORTS C1. Update on the Victoria Gardens Cultural Center Project. Oral report by Deborah Clark, Library Director. Robert Karatsu,Library Services Manager,gave an oral presentation of the new software that will be used to maintain the Brick Walk at Victoria Gardens. Member Akahoshi arrived at 6:20 p.m. D. BOARD BUSINESS D1. Approval and Board participation in the PAL Campaign Steering Committee. Report attached. ll/ Library Foundation Board Minutes July 11, 2005 Page 2 Deborah Clark, Library Director, reviewed the Library Foundation Committees with the Board. President Leal suggested that the Newsletter Committee be a part of the Marketing and Publicity Committee. Member Howdyshell agreed with the change. Member Williams and Member Bowne volunteered to be on the Special Event Committee. The Board decided to eliminate the Prospect Identification Committee. MOTION: Moved by Member Davies Howdyshell to recruit, seconded by Member Akahoshi, motion carried, 8-0-3 (with Bowne, Viricel and Wimberly absent). President Leal requested that each Committee, on their first meeting, take the following actions: Elect someone as a Chair. Take minutes of each meeting and have them available at the subsequent Foundation meeting. She also request that staff compile a list of all subcommittee meetings together on one calendar. D2. Review of current Donor Recognition Program. Current policy attached. This item was agendized at the request of Member Williams and will consist of an oral presentation by him regarding a concept for library naming rights. Member Williams suggested adding the naming rights to the Library Building as another selling point to attract a million dollar donor to sponsor the Library. The sponsors name could be stenciled on to the building, not part of the library name. Example: Rancho Cucamonga Public Library at Victoria Gardens would be located in the "Forest City" building. After discussion, the Foundation made the following motion. MOTION: Moved by Member Howdyshell to take the idea to the PAL Campaign Steering .Committee to add the naming of the Library Building, seconded by Member Akahoshi, motion carried, 8-0-2 (with Leonard and Sakala absent). D3. PAL Campaign Reports: a) PAL Campaign Account Update. Available at the meeting. b) PAL Campaign Cabinet Meetings. Oral report by President Williams and Member Wimberly. i. Meeting schedule for July 13. Library Foundation Board Minutes July 11, 2005 Page 3 Member Williams stated that the PAL Campaign meeting would take place on Wednesday. C) Library Foundation Members Campaign Activities i. Raffle Subcommittee Report. Update by Member Ned Leonard. Member Leonard was absent. Member Howdyshell gave an oral report on what the raffle subcommittee had discussed at their meeting. Member Williams reviewed with the Board a survey which was handed out at the meeting. ii. Oral report by each Member: contacts made, stories to share, etc. Each Member presented an oral update to the Board. Member Akahoshi left at 6:53 p.m. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. The names of the Chairs to each committee. E2. Discussion of the next Winery event. E3. Prepare an annual calendar. F. COMMUNICATIONS FROM THE PUBLIC None received. 8 Library Foundation Board Minutes July 11, 2005 Page 4 G. ADJOURNMENT MOTION: Moved by Member Williams to adjourn,seconded by Member Filippi,motion carried,7- 0-3 (with Akahoshi, Leonard and Sakala absent). The meeting adjourned at 7 p.m. Respectfully submitted, V �iV Q5O Vivian Garcia Administrative Secretary Approved: 1 T H E C I T Y O F R A N C H O C U A M O N C A Staff Report DATE: August 8, 2005 TO: President Leal and the Library Foundation Board of Directors FROM: Deborah Kaye Clark, Library Director SUBJECT: AUTHORIZATION TO RELEASE A CHECK TO THE CITY IN SUPPORT OF THE LITERACY PROGRAM FOR THE SUM OF $2,000. RECOMMENDATION: It is recommended that the Library Foundation Board authorize issuance of a check from the Foundation to the City of Rancho Cucamonga, to be deposited as revenue into the Literacy Account. BACKGROUND/ANALYSIS: With the passage of the annual Foundation Budget, the Directors approved the expenditure of $12,000 for the Library Literacy Program. $10,000 of this amount goes toward the general support of the program and is issued at the end of the fiscal year, so that the Foundation is able to receive the maximum interest possible from its assets. The additional $2,000 requested this year was for the Literacy Celebration that occurs every other year and is scheduled for this year on September 17, 2005. The $2,000 will be used for updating the video highlighting the literacy program, for funding a celebration event for literacy participants, tutors and their families and for purchasing modest recognition items for students. FISCAL IMPACT: Donations were received in support of this event during fiscal year 2004/05 and held in trust in the Foundation under a Literacy line item. The $2,000 requested was budgeted as an expense item under this current fiscal year. Due to that fact, there is no fiscal impact on this i sue. 6Ka Deborah ye Clark Lray Director /O � Ya 3 �x T H E C I T Y O F R A N C H O C U C A M O N C A Staff Report DATE: August 8, 2005 TO: President Leal and the Library Foundation Board of Directors FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF AND BOARD PARTICIPATION IN LIBRARY FOUNDATION SUBCOMMITTEES RECOMMENDATION: It is recommended that the Library Foundation Board review committee service opportunities and make what changes/additions or deletions they consider appropriate. Continued from the July meeting, the changes requested at that meeting have been incorporated into the attached document. BACKGROUND/ANALYSIS: Over the past few years, the Library Foundation have established a number of subcommittees for pursuing the work of the Board. During this first meeting of the new fiscal year, it is appropriate that the Board review the committees and the membership, and recommend changes if desired. A list of current committees and membership in those committees is attached for your review, edited after your initial discussion at the last meeting. Subcommittees have been asked to select a Chair, take minutes of each meeting and have these minutes available at the subsequent Library Foundation meeting. Staff will undertake the task of creating an annual calendar to record subcommittee meeting dates and times. Discussion of these edited committees and their membership will be led by President Leal final review and approval. Sinc rely, e or Kaye Cl Library Director li LIBRARY FOUNDATION COMMITTEES HOUSE RAFFLE COMMITTEE Members: Ned Leonard, Library Foundation; Bruce Bowne,Library Foundation; Frances Howdyshell, Library Foundation; Ron Sakala, Library Foundation; Paul Williams, Library Foundation. Project: To plan and create a budget and timeline proposing the raffle of a house in Rancho Cucamonga. Also to explore gaining a builder as a major donor for the project. PAL CAMPAIGN STEERING COMMITTEE Members: Paul Williams, Library Foundation; Ray Wimberly, Library Foundation; Ron Sakala, Library Foundation;Tony Mize,Community Foundation;David Parker,Community Foundation;Vacant,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;Bruce Bowne,Foundation Board Member. Staff: Renee Tobin. 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, President; Frances Howdyshell, Vice President; one vacancy. Staff: Deborah Clark Project:To promote Library Foundation events through the publication of a newsletter,to solicit corporate and business sponsors,to 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; Frances Howdyshell, Foundation Member; Paul Williams, Foundation Member; Staff: Robert Karatsu and Michelle Perera. 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: Foundation Board Member; Gino Filippi, Foundation Board Member; Frances Howdyshell, Foundation Vice President; Paul Williams, Foundation Member and Bruce Bowne, Foundation Member. Staff: Deborah Clark and Karye Hood. Project: To recommend special events;to coordinate logistics of events;plan entertainment;plan author visits. MEMBERS AND COMMITTEE ASSIGNMENTS TERESA AKAHOSHI School/Youth Committee REBECCA DAVIES: School/Youth Committee BRUCE BOWNE: House Raffle Committee School/Youth Committee Special Events Committee GINO FILIPPI: Special Events FRANCES HOWDYSHELL, House Raffle Committee Marketing Committee Special Events Telethon Production RUTH LEAL: Marketing Committee Telethon Production NED LEONARD: House Raffle Committee RON SAKALA: House Raffle Committee Pal Campaign Steering Committee PAUL WILLIAMS: House Raffle Committee PAL Campaign Steering Committee Special Events Committee Telethon Production RAY WIMBERLY PAL Campaign Steering Committee August 4, 2005 3 PAL CASH REPORT JUNE 2005 Beginning Cash Balance $ 97,033.07 Deposits 6/14/2005 106.42 6/15/2005 9,038.50 6/20/2005 10,298.39 6/20/2005 1,108.00 6/21/2005 300.00 6/21/2005 350.00 21,201.31 Merchant Service Fee (40.00) Merchant Service Fee Credit 40.00 Less Checks Ending Cash Balance 118,234.38 Checking Account Balance $ 118,234.38 Less Outstanding Checks - Deposit in Transit Adjusted Bank Balance $ 118,234.38 Pal Lail Investment through RCCF -$500,793.44 Pal Total Account Balance-$619,027.82 Iq BankofAmerica "_ BANK OF AMERICA, N.A. W Account Number 1655 GRANT STREET BLDG A-10TH FLOOR 01 01 40932 E# 0 CONCORD, CA 94520-2445 Last Statement: 05/31/2005 This Statement: 06/30/2005 Customer Service 1-800-325-4296 RANCHO CUCAMONGA COMM. FOUNDATION RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 1 10500 CIVIC DR P . O . BOX 807 RANCHO CUCAMONGA CA 91729-0807 NON-PROFIT CHECKING Account Summary Information Statement Period 06/01/2005 - 06/30/2005 Statement Beginnin Balance 97,033.07 Number of Deposits/Credits 9 Amount of Deposits9Credits 21,241.31 Number of Checks 0 Amount of Checks .00 Number of Other Debits 1 Amount of Other Debits 40.00 Statement Ending Balance 118,234.38 Number of Enclosures 0 Service Charge .00 Deaosits antl Credits Date Customer Bank Posted Reference Amount Descrintion Reference 06/06 40.00 CA ITEM PROCESSING DEPOSIT 143106360622191 06/20 106.42 CA VAULT DEPOSIT 15210696049065E 06/20 9,038.50 CA VAULT DEPOSIT 15210696049063 06/21 150.00 CA VAULT DEPOSIT 152107560515334 06/21 958.00 BOFA MS 1922 DES:MERCH SETL ID:43013231359104153335172045166f INDN:PAL CAMPAIGN CO ID:121DO01922 CCD REF:00145951338712110825002005172045166805062122 06/21 10,298.39 CA VAULT DEPOSIT 152107560515315 06/22 150.00 CA VAULT DEPOSIT 15210796015647: 06/22 150.00 BOFA MS 1922 DES:MERCH SETL ID:43013231359104153335173039339: INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002005173039339305062222 06/22 350.00 CA VAULT DEPOSIT 152107960156472 Withdrawals and Debits Other Debits Date Customer Bank Posted Reference Amount Description Reference 06/01 40.00 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 5152260991E INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825002005152260991805060127 Daily Balances Date Ledger Balance Collected Balance Date Ledger Balance Collected Balance 05/31 97,033.07 97,033. 07 06/22 118,234.38 114,402.91 06/01 96,993.07 96,993. 07 06/23 118,234.38 117,889.42 06/06 97,033.07 97,033.07 06/24 118,234.38 118,234.38 06/20 106,177.99 98,473.07 06/30 118,234.38 118,234.38 06121 117,584.38 105,906.07