HomeMy WebLinkAbout08/05/12 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD
i
I AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
Second Monday
6:00 p.m.
May 12, 2008
Tri-communities Room
City of Rancho Cucamonga
10500 Civic Center Drive
Rancho Cucamonga, California 91730
City Councilmembers
Donald J. Kurth, M.D., Mayor
L. Dennis Michael, Mayor Pro Tem
Rex Gutierrez, Councilmember
Sam Spagnolo, Councilmember
Diane Williams, Councilmember
Foundation Members
Bruce Bowne, President
Rebecca Davies, Vice President
Teresa Akahoshi, Member
Jackie Amsler, Member
David Atkins, Member
Gino Filippi, Member
Tina Gilfry, Member
David Gonzalez, Member
Ruth Leal, Member
Dominic Melillo, Member
Gilda Silver, Member
Chris White, 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 Itfav 0 o;?GbC
at q,30 P/'1 I posted a true and correct copy of the meeting
agenda dated /�1G� /a , �pO � 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
a
LIBRARY FOUNDATION BOARD AGENDA
MAY 12, 2008 1
RANCHO
CUCA.MONGA
A. CALL TO ORDER
1. Roll Call: Akahoshi , Amsler Atkins
Bowne , Davies , Filippi Gilfry
Gonzalez Leal , Melillo , Silver and
White
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: April,
2008. Available at the meeting.
2. Approval of Minutes: April 14, 2008. 4
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. Approval for Library Foundation to budget $40,000 in FY 9
2008/09 to support an LSTA Grant Application for KIDS (Kids
Interactive Discovery Space). 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. PAL Campaign Account Update. March, 2008, available at
the meeting.
2. Fund Raising Events
a. Update from the Special Event Committee
regarding potential fundraiser. Member Gino Filippi,
Chair, to present along with President Bruce Bowne.
b. Update on status of "Concerts Beneath the Stars".
Members Amsler and Davies to present.
3. Approval to Renew Director and Officer's Insurance from 14
Philadelphia Insurance At a Cost of$844. Report attached.
LIBRARY FOUNDATION BOARD AGENDA
x A
MAY 129 2008 2
RANCHO
CUCAMONGA
4. Developing a Work Plan for 2008/09: Presented by staff.
a. Brainstorming for potential program sponsorships 15
for 2008/09. Report attached.
b. Review and discussion of current structure of the 16
Library Foundation board. Report attached.
E. IDENTIFICATION OF ITEMS FOR THEN
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 Monday, May 5,
2008, seventy two (72) hours prior to the meeting per Government
Code 54954.2 at 10500 Civic Center Drive.
STAFF O REP RT �= -
LIBRARY SFRVICF_S DEPARTDIENT
RANCHO
Date: May 12, 2008 CUCAMONGA
To: Rancho Cucamonga Library Foundation
From: Deborah Kaye Clark, Library Services Director
Subject: Approval of Minutes
RECOMMENDATION:
Approval of the minutes of the meetings of April 14, 2008.
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:
on
Sin er ly,�
Deborah Kaye Clark
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, April 14, 2008, in the Tri-communities Room of City Hall, located at 10500 Civic Center
Drive, Rancho Cucamonga, California. The meeting was called to order at 6:06 p.m. Present were
Members Bowne, Davies, Filippi, Gonzalez, Leal and Melillo.
Deborah Clark, Library Director, Michelle Perera, Library Services Manager, Cara Vera, Senior
Librarian and Vivian Garcia, Administrative Secretary was present.
President Bowne thanked past Members Ron Sakala and Paul Williams for their time and help as
Library Foundation Members.
Member Davies reviewed the accomplishments of both Members with the Board.
Members Akahoshi and Atkins arrived at 6:08 p.m.
Council Member Rex Gutierrez arrived.
B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS
Bl. Administration of Oath of Office.
Council Member Rex Gutierrez administered the Oath of Office to new appointees Tina Gilfry and
Chris White. He also administered the Oath of Office to re-appointee Bruce Bowne.
Member Amsler arrived at 6:11 p.m.
C. CONSENT CALENDAR
Cl. Approval of Library Foundation Treasurer's Report: February and March, 2008.
MOTION: Moved by Member Davies to approve the Treasurer's Reports, seconded by Member
Leal, motion carried, 11-0-1 (with Silver absent).
C2. Approval of Minutes: February 11 and March 10, 2008 (Gilfry and White abstained).
Library Foundation Board Minutes
April 14, 2008
Page 2
MOTION: Moved by Member Filippi to approve the minutes, seconded by Member Akahoshi,
motion carried, 9-0-1-2 (with Silver absent).
D. LIBRARY DIRECTOR'S STAFF REPORTS
Dl. Update on upcoming Joint Meeting between the City Council and the Library Board of
Trustees. Oral report by Deborah Clark, Library Director.
Deborah Clark, Library Director, stated that the joint meeting between City Council, the Library
Board of Trustees and the Library Foundation Board, will be sometime after July.
D2. Presentation on the Updated Library Web Site. Presented by Michelle Perera, Library
Services Manager.
Member Filippi requested that Michelle Perera introduce herself and explain her duties along with
Cara Vera, Senior Librarian to the Board.
Cara Vera, Senior Librarian, presented a PowerPoint Presentation on the Library's new Virtual
Library Website to the Board.
D3. Approval of Request from Staff for $2,500 to send two staff members (Michelle Perera,
Library Services Manager,and Casey Marcarello,Reference Librarian,to Fund Raising Training in
San .lose, California.
Deborah Clark, Library Director, asked for the Library Foundation Members support in sending two
library staff members to the Fund Raiser Class in San Jose at the end of April.
MOTION: Moved by Member Filippi to approve staff's request to send two library staff members to
the Fund Raising Training in San Jose, seconded by Member Leal, motion carried, 11-0-1 (with
Silver absent).
E. BOARD BUSINESS
E1. Acceptance of resignation from Library Foundation Member and Vice President Paul
Williams. Letter of resignation attached.
Library Foundation Board Minutes
April 14, 2008
Page 3
E2. Election of Officer. The vacant office is that of Vice President. President Bowne will
preside.
President Bowne opened the floor for nominations.
Member Filippi nominated Member Rebecca Davies.
Member Davies accepted.
President Bowne asked if there were any more nominations. There were none. He closed the floor
for nominations.
MOTION: Moved by Member Filippi that Rebecca Davies fill the position of Vice President for the
Library Foundation Board, seconded by Member Amsler, motion carried, 11-0-1 (with Silver
absent).
E3. PAL Campaign Account Update. January and February, 2008 attached.
Deborah Clark, Library Director, reviewed the PAL Campaign Account with the Board.
E4. Approval of Rent Increase for the Apartment Rental in the amount of$50 per month, to be
effective July 1", 2008. Report attached. Presented by Library Director Deborah Clark.
Deborah Clark, Library Director, gave an oral report on the apartment rental with the Board,
explaining that the rent increase would change the monthly rent from $750 to $800 and that this
action would take effect July 1, 2008.
MOTION: Moved by Member Melillo to approve the rent increase on the apartment rental,
seconded by Member Leal, motion carried, 11-0-1 (with Silver absent).
Member Leal left at 7:15 p.m.
E5. Revenue Streams for the Library Foundation: Developing a Work Plan for 2008/09.
Attached is a list of all the fundraisers the Library Foundation has generated or participated in over
the past years. Update including House Raffle and Golf Tournament will be available at the meeting.
Presented by Deborah Clark, Library Director.
Deborah Clark, Library Director, reviewed the handout with the Board.
E6. Discussion regarding attendance of Board Members. Requested by Member Davies.
Library Foundation Board Minutes
April 14, 2008
Page 4
Deborah Clark, Library Director, stressed the importance of the Library Foundation Members to be
available and present at each meeting. The Library Foundation Board has always worked effectively
as a team, and monthly attendance supports the strength of the team relationships.
F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING
Fl. Concert under the Stars
F2. Development of Long Range Plan
G. COMMUNICATIONS FROM THE PUBLIC
None received.
H. ADJOURNMENT
MOTION: Moved by Member Gonzalez to adjourn,seconded by Member Melillo, motion carried,
10-0-2 (with Leal and Silver absent). The meeting adjourned at 7:45 p.m.
Respectfully submitted,
vt "atic.�
Vivian Garcia
Administrative Secretary
Approved:
STAFF REPORT -
LI RRARY SN_'RVICES DEPARTMENT J
J
r
RANCHO
Date: May 12, 2008 C,UCAMONGA
To: Rancho Cucamonga Library Foundation
From: Deborah Kaye Clark, Library Services Director
Subject: Approval for Library Foundation to budget $40,000 in FY 2008/09 to Support an
LSTA Grant Application for KIDS (Kids Interactive Discovery Space)
RECOMMENDATION
That the Library Foundation Board approve allocating in FY Budget 2008/09 $40,000 toward
"KIDS", an LSTA grant proposal to generate a feasibility study on using the second floor of the
Biane Library to create an entirely unique library service program.
BACKGROUND/ANALYSIS
LSTA or Library Services and Technology Act funds are available as a competitive grant program,
managed by the State Library of California. For 2008/2009, the Rancho Cucamonga Public Library
has applied for $50,000 to fund a planning grant to produce a feasibility study for the creation of a
blended service area, uniting library services and a children's museum atmosphere for the second
floor of the Biane Library. Attached is the preliminary proposal. The final proposal, due May 9`"
will be available at the meeting.
The grant funds, if awarded, will pay for half of the costs of a feasibility study. The Library
Foundation is asked to provide $40,000 for the matching funds for the project with the Friends of
the Library asked to provide the final $10,000.
FISCAL IMPACT
The Library will receive $50,000 from the State Library, which will be allocated to the budget as a
separate LSTA Grant award. In return, the Library Foundation will be asked to provide $40,000 in
su port of the project; the Friends of the Library will be asked to provide $10,000.
4De
ctfully submitted
ah Kaye CI rk
Library Director
California State Library
Library Services and Technology Act (LSTA)
Fiscal Year 2008/2009
PRELIMINARY PROPOSAL
Submit ORIGINAL (please sign in blue ink) and five (5) copies to be received by 4:30 p.m. on December 28,
2007, to Attn: LSTA Grants, Library Development Services, California State Library, P.O. Box 942837,
Sacramento, CA 94237-0001. (Non-postal delivery: 900 N Street,Suite 500, Sacramento, CA 95814). FAX is
not acceptable. For more information,call (916)653-5217.
1. Project title: Planning Grant for KIDS - Kids Interactive Discovery Space
2. Applicant organization/jurisdiction: Rancho Cucamonga Library Services
Web page URL: www•rcpl.lib.ca.us
Director's name: Deborah Kaye Clark Phone: 909-477-2720, ext. 5020
E-mail• dclark@cityofrc.us Fax: 909-477-2721
Address: 7368 Archibald Avenue, Rancho Cucamonga, CA 91730
3. Contact person: Deborah Kaye Clark Phone: 909-477-2720, ext. 5020
E-mail• dclark@cityofrc.us Fax: 909-477-2721
Address (if different from#3):
4. How many people will be directly served as clients by this project?
Source of this number (e.g., US Census, library circulation records, etc.):
5. What other libraries, agencies and organizations will collaborate with you on this project?
Collaborators: Victoria Gardens Cultural Center, Forest City Developers, County of San Bernardino
(through the First Five consulting staff), Central School District, Alta Loma School District,Etiwanda
School District, Cucamonga School District,San Bernardino County School District. Consultants:
Linda Demmers, Library Planning Consultant. AMS, Theater and Children's Museum Consultant
Group.
6. Which goal(s) in the State Plan will this project address? (To view the State Plan,
visit the California State Library website. http://www.library.ca.gov) Goal II
7. What amount of LSTA funding is requested? $50,000
«11530 lof 4 1 A5
Project title: Planning Grant for KIDS - Kids Interactive Discovery Space
Applicant/Jurisdiction: Rancho Cucamonga Library Services
8. PROJECT SUMMARY. Include needs assessment process; needs; description of client/community
involvement in project development; outline of plan; and long term prospects for project continuation
and or continued benefits.
Project: This project will create a Concept and Operations Plan to turn 14,000 sq. ft. of vacant space in the
Biane Library into KIDS Space. Focused on linking play to learning for youngsters ages birth to 8, the plan
for this space will not only blend the best of Children's Museum functions with innovative library services,
reflecting concepts provided by the California State Library's Early Learning with Families Initiative, but will
also create a new tool for surveying for the programming and experiential needs of children and care givers.
This project supports Goal 2 of the State Library's LSTA Five-Year Plan, 2008-2012 "to develop programs
and services that meet the changing information and learning needs of their communities".
Background: The Biane Library is located in the Victoria Gardens Cultural Center which opened in August
of 2006 in the Victoria Gardens Shopping District. Funded by a Library Grant 2000, the building program
allowed for construction of 24,000 sq. ft.. However, the Rancho Cucamonga City Council planned for future
growth, funding an additional 14,000 square feet of space, creating a future second floor that only requires
tenant improvements to be made functional. In April, 2007, during the City Council Goal Setting Session,
City Council unanimously approved placing the development of the 2nd floor of the Biane Library into the
funding stream for 2009/2010. During 2008/09, Library Administration has been instructed to develop a
building program for the space.
The Biane Library is already unique in several areas: The Library exists as part of a Cultural Center which is
the fourth anchor of a major shopping district, making it a clear economic generator for the city. The Library
is part of a partnership with the Cultural Arts Departments and supports the functions of a professional
Children's Theater, resulting in the visits of more than 20,000 youngsters to the space each year. The
architecture of the space is non-traditional, bold, playful and creative, inviting a new approach to library
services. The Biane Planning Team proposes to continue the uniqueness of Biane Library by creating an out-
of-the-box programming space for families, a co-mingling of traditional and nontraditional library services
with Children's Museum services, an interactive space for children and families to discover, learn, and
interact with the world around them - something we're calling KIDS Space.
Such a departure from traditional library services requires a unique planning process. In this grant request,
the Rancho Cucamonga Public Library requests funding to support a planning process that will create a
report which will include the following: Situation Analysis; Market Analysis/Research; Project Concept
Development; Development Cost; and Operating Plan.
Needs Assessment: In 2002, the City of Rancho Cucamonga conducted a needs assessment to determine
what library services were most valuable and as a result, needed to be expanded. The two top ranking items
were books and children's programs. This data was at the forefront when the new library opened in 2006
with a $2 million opening day collection., offering approximately 50 children's programs a month.
Circulation data shows that in 2007, 65% of the annual borrowing was done by youngsters under age 16 and
children's program attendance averages 1,000 per month with pproximately 85% of those attendees under the
age of eight. In an ongoing on-line survey over the past 16 months, the themes of"more quality children's
programs", "more events we can participate in with our children" and "more opportunity for meaningful
participation with our kids" continually appear. This kind of"anecdotal evidence" is extremely difficult to
capture in a survey. In fact, traditional survey tools failed us in our early attempts to plan for the new space,
aside from supporting our decision to pursue child/family interactive opportunities. The needs assessments
we performed only pointed to the need of creating a new assessment tool—which we intend to achieve as
^
p 11530 of 4 I TA
Project title: Planning Grant for KIDS - Kids Interactive Discovery Space
Applicant/Jurisdiction: Rancho Cucamonga Library Services
part of this planning process.
Need/The Answer: Based on survey data, circulation data and program attendance, it is clear that the Biane
library needs to expand into the second floor with meaning services to children and families. But how? In
December of 2006, Suzanne Flint of the State Library spoke at the Library's annual inservice. Her proposal
to "position libraries as community centers that offer families and their young children stimulating
opportunities for connection, play, and early learning," resonated with staff and resulted a successful
application for an ELF grant. After the training session, it was clear to staff that ELF strategies of service
should provide the cornerstone of the proposed expansion.
Outline of Plan: Funds requested will be used to create a planning team that will deveop a plan to co-mingle
traditional and non-traditional library and museum services into one cohesive, creative, interactive, fun space.
The team will consist of the following:
Linda Demmers, Library Consultant. Ms. Demmers will assist in the creation of a survey tool to help
generate more specific information on client needs in the area of child development and parenting. Ms.
Demmers will also assist in space planining, since the model we choose to create will combine Children's
Museum space concepts with library materials..
Bob Bailey, AMS Consultants: AMS consultants specialize in the planning and operation of performings arts
and children's museums. Their primary responsibility will be the development of project concepts and the
generating of the final report.
Exhibit Planners: Not selected at this time, potential candidates are West Office Design, Aldrich Pears,
Lexington or MWED, all noted space planners of Children's Museum spaces.
Library Team: Consists of Deborah Clark, Library Director, Robert Karatsu, Assistant Director, Michelle
Perera, Library Services Manager for Biane Library, Renee Tobin, Children's Services Coordinator, and the
members of the ELF Team (Rosie Manela, Literacy Coordinator; Heather Frederics, Children's Librarian,
Alan Calacci, Children's Literacy Coordinator).
The Plan that will be produced by the Planning Team and will consist of the following:
Situation Analysis: interviews with Library Staff, City Council/other stakeholders (est. cost: $7,500)
Market Analysis/Research: consisting of a public survey and focus groups. This new, vital aspect of the plan
will be created by Linda Demmers and AMS, working with the Library Team. (est. cost: $25,000)
Project Concept Development: consisting of work with exhibit planners selected for the project and will
define the space needs and exhibit concepts. This portion of the project will involve the entire planning team.
Exhibits will not include paintings and sculpture, but rather, interactive installations that will help children
learn about and interact with the world around them. (est. cost: $25,000)
Development Cost: covers construction cost estimates and will be generated by AMS. (est. cost: $5,000)
The Operating Plan: covers management, staffing, program and operating expenses, plus a forecast of
revenues expected to derive from the project. (est. cost: $15,000)
Long Term Prospect: The end result will be a Plan that Rancho Cucamonga will use to create their own
KIDS Space and other libraries could use as a jumping point to create their own family spaces in the future.
The creation of a new type of survey tool, which will be made available to all California libraries, will also
help libraries define the cultural programming needs of this unique client base.
w1isw 3of4 i TA
Project title: Planning Grant for KIDS - Kids Interactive Discovery Space
Applicant/jurisdiction: Rancho Cucamonga Library Services
Source of Funds
9. BUDGET SUMMARY LSTA Other funds In-kind Total
(1) (2) (3) (4)
a. Salaries and benefits $0 $0 $30,000 $30,000
b. Library materials $0 $0 $0 $0
c. Operation $50,000 $50,000 $0 $100,000
d. Equipment (>5k/unit) $0 $0 $0 $0
e. Subtotal $50,000 $50,000 $30,000 $130,000
f. Indirect cost $0 $0 $0 $0
g. Total $50,000 1 $50,000 $30,000 $130,000
NOTE: The amounts in the budget summary should be expressed in whole dollar figures.
See instructions for more detail.
10. CERTIFICATION.
Name: Deborah Kaye Clark Title: Library Director
Organization/jurisdiction: Rancho Cucamonga Public Library
Street/mailing address: 7368 Archibald Avenue
City: Rancho Cucamonga Zip+4: 91730-1401
Telephone: 909-477-2720, ext. 5020 Fax: 909-477-2721
E-mail: dclark@ci.rancho-cucamonga.ca.us
Authorized representative: Date: 12/26/2007
isima,«
#11530 4of 4 Urrn 5
STAFF REPORT
LIB10RY SHRVICBs DEnARTN[EN'r
r-
RANCHO
Date: May 12, 2008 CUCAMONGA
To: Rancho Cucamonga Library Foundation
From: Deborah Kaye Clark, Library Services Director
Subject: Approval to Renew Director and Officer's Insurance from Philadelphia
Insurance At a Cost of $844
RECOMMENDATION
Staff recommends approval to renew Directors and Officer's Insurance provided by the
Philadelphia Insurance Company at a cost of $844.
BACKGROUND/ANALYSIS
It was recommended by the Risk Management Division of the City of Rancho Cucamonga that
the Library Foundation obtain Director and Officer's Insurance to add to the coverage provided
by the City of Rancho Cucamonga, which is liability insurance.
Using the services of insurance broker Hub International of California, Insurance Services Inc.,
staff obtained a quote for insurance coverage as described above. The best policy found was
offered by Phildadelphia Insurance at a cost of $844. Coverage began for the Library
Foundation in 2006. The current quote is for the same cost, with no increase for this fiscal
year.
This insurance coverage will provide board members with protection in the area of
investments, personnel decisions and other management decisions, so long as they are
made within the law and with no criminal intent.
FISCAL IMPACT
Annual cost of $844 for 2008/2009. Included in this fiscal year budget.
Res ectfully submitted,
1
Deborah Kaye Clark, i r ry Director
STAFF REPORT
1.I131L\RY SERV ICES DEPARTNIENT
RANCHO
Date: May 12, 2008 C,UCAMONGA
To: Rancho Cucamonga Library Foundation
From: Deborah Kaye Clark, Library Services Director
Subject: Developing a Work Plan for 2007/08: Brainstorming for potential program
sponsorships for 2008/09
RECOMMENDATION:
That the Library Foundation conduct a brainstorming session to create a short list of projects they
would like to fund and attach their name to in 2008/09.
BACKGROUND/ANALYSIS:
With the shift of PAL funds to the Library Foundation Board, staff recommends that the Library
Foundation Board consider funding several major and visible projects, to allow the public to realize
the excellent use their past donations have been put to.
To assist in generating thinking along these lines, staff will make available at the meeting a rough
draft list of several projects upcoming that the Foundation Board might want to fund and also a list
of potential types of programs not yet funded that the Foundation might like to sponsor.
Staff recommends that the President or his designee lead the group in brainstorming ideas that will
allow the Library director to create a budget for the Library Foundation Board to review and approve
at their next meeting.
FISCAL IMPACT:
Ece
pact depending on the items selected by the Board to be part of next year's work plan.
��
Deborah Kaye Clar
Library Director
STAFF REPORT =
]_IBF-ARY SER\TICE.s DEPARTMENT �
T
RANCHO
Date: May 12, 2008 CUCAMONGA
To: Rancho Cucamonga Library Foundation
From: Deborah Kaye Clark, Library Services Director
Subject: Work Plan for 2007/08: Review and discussion of current structure of the Library
Foundation Board.
RECOMMENDATION:
That the Library Foundation review the work that has been conducted this past year in the area of
mission and goals, and the Strategic Thinking Process from Fall of 2007.
BACKGROUND/ANALYSIS:
In Fall of 2007, the Library Foundation Board was considering a major change in structure. As part
of the process, the members were asked to participate in a Strategic Thinking Process. (Process
sheets and compiled results attached.) Since three of our members were new appointees (Atkins,
Gonzalez and Melillo) and since we have recently welcomed two new appointees (Gilfry and White)
it seems appropriate to have a brief discussion of the points that were raised to bring all members
"up to speed".
Staff also asks the question as to whether any of the process should be repeated, based on the
experience of the former new members and the addition of our most recent appointees.
FISCAL IMPACT:
None.
incer ly,
. 6 ---.4Q�
Deborah Kaye Cla
Library Director
RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION
MISSION STATEMENT:
The purpose of the Rancho Cucamonga Public Library Foundation is to augment resources and to
increase visibility of the Rancho Cucamonga Public Library through an organized fund raising
program.
2007/2008 GOALS:
1) To assist in the production of and fund raising for the 2007 Library Telethon
2) To develop liaisons with the schools to provide a strong support network for Telethon
promotion through the Youth Subcommittee
3) To provide support for the 2007 PAL Campaign House Raffle
4) To explore alternate models for the future of the Library Foundation: Continue PAL
Campaign as is, split from the PAL Campaign and the partnership with the Community
Foundation or other alternatives.
Library Foundation Strategic Thinking Process
The information below is to provide you an outline of steps that the Library Foundation will be
using to develop and share their thoughts for their Strategic Thinking Process.
Steps I & 2 as outlined below are for the Foundation Members to complete prior to their October
10°i Board meeting. We request that your completed information on the attached Worksheet be
returned to staff by no later than Saturday,October 6th. You may mail, e-mail or fax your
completed Worksheet to Deborah Clark at: Rancho Cucamonga Public Library, 7368 Archibald,
Rancho Cucamonga, CA 91729; or to dclark@cityofrc.com; or by fax to(909)477-2721.
Individual responses will be kept confidential. All responses will be recorded anonymously as
submitted and will be presented to the full Board at your October 8°i Board Meeting.
Purposes and Goals for Strategic Thinking Process
• To "paint a picture" of the future success for the Library Foundation
• To honestly assess the current strengths, weaknesses, opportunities and threats of
the Library Foundation
• To identify possible methods for addressing the Library Foundation's strengths,
weaknesses, opportunities and threats in a positive manner
• To identify short and long tern[strategies to enable the Library Foundation to
succeed with the vision of the ideal.future
Step 1 —Describe the ideal vision of success for the Library Foundation for the next
5-10 years (see attached Worksheet)
• Foundation Board Members to answer visioning exercise questions and return
them to staff for compilation and distribution prior to the October 8 Board
meeting.
• Board Members will discuss the compiled results at the October 8 meeting and
develop some consensus on a vision of success for the future.
Step 2 — Identify the current strengths, weaknesses, opportunities and threats of the
Library Foundation (see attached Worksheet)
• Library Board Members to complete the SWOT chart exercise and return it to
staff for compilation prior to the October 8 Board meeting.
• Board Members will discuss the compiled results and the October 8 meeting and
develop some consensus on the SWOT list.
Step 3 — Identify potential actions for each SWOT which would effectively move the
Foundation towards the ideal vision of success
• At the October 8 Board meeting, Members will discuss each SWOT and
brainstorm potential actions relating to each issue which might have a positive
impact on the future of the Foundation. All suggestions will be listed for
consideration.
• Following the brainstorming/listing of all ideas, Board Members may utilize a
consensus building exercise and follow-up discussion to identify preferred actions
for working with the SWOT list.
Library Foundation Strategic Thinking Process
Step 4— Identification of future strategies of the Library Foundation to accomplish
the ideal vision of the future
• At the October 10 meeting, or at a follow-up meeting if necessary, Board
Members will utilize the vision for an ideal future and the identified SWOT
action items to create a list of strategies to guide future planning. This
discussion might be effective in smaller groups, with each group sharing their
suggested strategies for consensus building with all Board Members.
Rancho Cucamonga Library Foundation
Strategic Thinking Process Worksheet Compilation
Describe your ideal vision of success for the Library Foundation for the next 5-10 years:
1. If the Library Foundation continues to successful, how will others describe the
Foundation in 10 years?
An organization that has successfully funded many programs, services, and materials for the
community to participate in that may not have been available otherwise.
Successful with fundraising activities, strong outreach programs to the community in general
and to the school community, visible in the community. Board members enjoy their
participation.
Worked well with staff to publicize the Library services and helped with funding projects unique
to the Library.
As a group of dedicated community volunteers who came together to enhance the lives of the
people in our community.
2. How will the Foundation know if it is successful? Is it community involvement;
money; leadership; publicity; other factors?
Our success will be from a combination of factors such as programs we've sponsored, items
we've funded, strength and diversity of our board, awareness of our purpose, and continual
efforts to maintain those above.
All the above.
To me the ultimate goal is community involvement, since all of its departments of the City
including the Library are to serve the community at large. I feel the Foundation should take its
lead from the Library Director as to how best to accomplish this goal.
I believe all of the above are very important dictators on whether or not we are successful. We
need to establish goals in those areas and use it as a barometer.
3. What are the specific goals for the Library Foundation for the next 5-10 years?
Before we make goals we have to clearly identify as best as possible what needs wemight be in
5-10 years. Once we identify those needs we can then make specific goals.
Continue to assist in raising money for the Library as outside funding becomes more difficult to
receive. Help spread the word to the community about what the Library has to offer in the way
of services.
Continue with Telethons, continue outreach activities to share the many resources available to
the community, continue with additional fundraising activities, work on structuring the PAL
Campaign fund, decide on the future direction of the PAL Campaign, decide if the two
foundations will continue joint efforts and/or go their separate ways.
The goals are to provide the support for the libraries as determined, continue to raise
awareness for the programs and services of the library and the foundation, and maintain an
active and strong board.
4. How can the Foundation Board evolve in the future to best represent and access the
full community?
In order to represent the community, we as a board need to continually seek those interested in
community service who believe in our purpose and goals.
Not sure.
Continue to have diverse membership on the Board and have Board members be active in the
community to educate it about the Library and the services it offers.
We can create a Community Outreach committee whose responsibility is to create awareness to
the full community.
5. How do you see the relationship evolving between the City and the Library
Foundation in the future?
I don't have a clear enough picture on what it's like right now.
I feel that the relationship is very good and will continue to be that way.
City staff continues to support the Foundation's activities and directives.
I see the relationship as a partnership with the Library Foundation the active member and the
City as a supporting member.
6. What other elements are a part of your vision of the future for the Foundation?
To plan our fundraising efforts and spending to cover all three current libraries where the needs
arise, which include programs, services, construction, etc.
Need more time to think on this.
I would like to raise enough money for an endowment fund to assist in providing services unique
to Library as determined by staff to set it apart from other libraries.
To come up with ways to educate and involve the community more in our fundraising efforts.
T.E.A.M "Together Everyone Achieves More".
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7. For you as an individual, what will motivate you to be the most effective Board
Member you can be in the future?
To have a 100% dedicated board that has clearly defined goals and collectively working toward
our objectives.
Being aware of the goals of the staff and the services the Library offers in order to better
educate the community about the Library.
Information and visuals provided to me regarding the benefits and beneficiaries of the programs,
services, construction that we are fundraising to provide. I feel that is helpful for me to put my
time and efforts into projects that I feel are worthy.
Identify the current strengths, weaknesses, opportunities and threats of the Library
Foundation.
As identified in the Rancho Cucamonga Library Foundation's By-Laws, the purposes of
the Library Foundation are as follows:
• Aid and assist the Rancho Cucamonga Public Library in any manner which will
benefit the Library and its programs and which will improve its potential to
provide service to the citizens of the City of Rancho Cucamonga.
• Undertake any programs or projects which will serve the purpose stated
above...
• Operate exclusively for charitable, literary, or educational purposes...
• Encourage understanding and appreciation of the work of the Rancho
Cucamonga Public Library
Since April 2003, the Library Foundation together with the Rancho Cucamonga Community
Foundation, have focused their efforts to raise funds in support of the Victoria Gardens Cultural
Center.
Given the current operations of the Libraryy Foundation, Board Members are requested to share
their opinions of the current Strengths, Weaknesses, Opportunities and Threats of the Library
Foundation, using the table below.
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Strengths Weaknesses
-What is the Foundation doing well? -What limitations does the Foundation have?
-What unique resources does the Foundation have to draw on? -What could the Foundation improve on?
-What do others see as the Foundation's strengths? -What are others likely to see as the Foundation's weaknesses?
-Where does the Foundation have fewer resources than other
Camaraderie amongst the Board members organizations?
Willingness of members to accept challenges
Loss of members Howdyshell and Wimberly
Relationships with staff,Community Board,local schools districts
and City of Rancho Cucamonga Board and staff members have limited time for Foundation activities
Existence of funds in the bank. Could improve on Goal setting,follow through on decisions,taking
Fundraising, action
Community leaders who have a large sphere of influence.
Past successes.
Opportunities Threats
-What good opportunities are there for the Foundation? -What threats do the Foundation's weaknesses expose them to?
-What trends could the Foundations take advantage of? -What trends could harm the Foundation?
-How can the Foundation turn their strengths into opportunities? -What are other organizations doing that the Foundation can not do?
Community involvement with Library through Foundation Reduction of government funding for libraries
committees,such as schools and events
Increase costs of providing existing services
Better investment opportunities for existing funds
More competition for available funding from others
Joint ventures with the Community Foundation
Economy, lack of new fundraising ideas,lack of growth
We still have a large base of potential donors that haven't been
touched.
City is well known and continues growing. Lots of opportunity.
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