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Home My WebLink About08/11/10 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. November 10, 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 luey, 709 at IP' 3/ I posted a true and correct copy of the meeting agenda dated N� �' /U, epl-009 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 N01� 7 oZ ado at Rancho Cucamonga . DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: I/jti /�! ctrl Vi ian Garcia, Administrative Secretary City of Rancho Cucamonga t LIBRARY FOUNDATION BOARD AGENDA NOVEMBER 10, 2008 1 RANCHO CUCAMONGA 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: 4 September and October, 2008 2. Approval of Minutes: September 8 and October 13, 2008. 13 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. Big Read Update: Discussion of Kick-off program and presentation by author Anne Perry. Oral presentation by staff. 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. Acceptance of letter of resignation by Board Member Silver or approval of recommendation to remove Ms. Silver from the Board due to lack of attendance. Report available at the meeting. Presented by Library Director Deborah Clark. 2. Approval to Transfer $10,000 of LAIF Funds into General 18 Checking Account. Report attached. Presented by Library Director Deborah Clark. 3. Discussion of Joint meeting of the City Council, Library Board of Trustees and Library Foundation. President to preside. 4. Fund Raising Events a. Update from the Special Event Committee regarding fundraiser hosted on October 24, 2008. LIBRARY FOUNDATION BOARD AGENDA NOVEMBER 10, 2008 2 RANCHO CUCAMONGA Member Gino Filippi, Chair, to present along with Member Tina Gilfry. 5. Telethon 2009. a. A Library Telethon is currently scheduled for March 13-15, 2009. Kick off discussion on this upcoming event. Presented by Deborah Clark, Library Director. 6. Report from Library Board of Trustees by liaison Jackie Amsler. Held from August meeting. 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, 2008, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. STAFF REPORT - LIBRARY SERVICES DEPARTMENT RANCHO Date: November 10, 2008 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Treasurer's Report— September 2008 CASH REPORT BEGINNING MTD MTD ENDING CASH September, 2008 BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $97,509.63 $10,817.00 ($55,000.00) $53,326.63 Archibald Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $81125.00 $83,125.00 Adult Literac $7,535.00 $7,535.00 Operating Reserve Fund $5,000.00 $5,000.00 Unallocated Funds $759,000.00 $759,000.00 TOTAL $992.169.63 $10.817.00 ($55,000.00) $947,986.63 LAIF Account: $944,693.08 Union Bank Account $3,317.87 B of A Ending Balance ($24.32) Total Library Foundation Holdings: $947,986.63 Revenues: Rental Payment $ 750.00 General Fund PAL Donation $10,000.00 General Fund Grapevine Donations $ 10.00 General Fund Biane Donation Box $ 70.00 General Fund T REdsURr R's Rj3i)o ri, PAGE 2 NovFMHI31Z 10,2008 Expenditures: $55,000.00 Children's Program Donation — RC Library $ 15,000.00 General Fund KIDS Space— RC Library $ 40,000.00 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT SEPTEMBER 2008 Beginning Balance $992,169.63 Deposits 9/10/2008 820.00 9/16/2008 10.00 9/18/2008 10,000.00 10,830.00 Bank of America Service Charge` (13.00) LAIF-Interest - Less Checks #10001 (15,000.00) City of R.C.-Children's Program Donation #10002 (40,000.00) City of R.C.-KIDS Grant Donation (55,000.00) $947,986.63 SeNee charge to be reversed B of Statement Ending Balance $ (24.32) Union Bank Statement Ending Balance 3,317.87 Deposits in Transit - Less Outstanding Checks - Investments-LAIF 944,693.08 Adjusted Bank Balance $ 947,986.63 Page 1 of 1 �'PQTTC�I�1 1P RANCHO CUCAMONGA PUBLIC .. NOF WCC®UNT8 LIBSatmRntNumber:: UNION BANK OF CALIFORNIA 08/30/08-09/30/OB GOVERNMENT SERVICES- SOUTH 274 POST OFFICE BOX 513840 Customer Inquiries LOS ANGELES CA 90051-3840 800-798-6466 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 ■ Helping your employee can help your business thrive.That's why Union Bank developed Company Benefits Banking®, a special banking package you can offer your employees to reward their hard work and encourage their continued loyalty.Find out more by contacting your local branch manager or v/sting unionbank.comy benefits. Public Fund Checking Summary Account Number:2740024461 Days in statement period:Days In statement period:32 Balance on 8/30 $ 47,487,87 Total Credits 10,830.00 Deposits(3) 10,830.00 Total Debits -55,000.00 Checks paid(2) -55,000.00 Balance on 9130 $ 3,317.87 CREDITS Deposits including check and cash cmdils Date Description/Location Reference Amouni 9/11 CARRIER DEPOSIT 44115013 $ 820.00 9/16 CCV DEPOSIT SEQ#0916KN2050 A-0000000001 M 90210877 10.00 9/19 UNENCODED COURIER DEPOSIT 44738137 10,000.00 3 Deposits Total $ 10,830.00 DEBITS Check Paid Number Date Amount Number Date Amount 10001 9/24 15,000.00 10002 9/12 40,000.00 2 Checks paid Total $ 55,000.00 Daily Ledger Balance Date Ledger Balance Date Ledger Balance 9/2-9/10 $ 47,487.87 9116-9/18 $ 8,317.87 9/11 48,307.87 9119-9/23 18,317.87 9112-9115 8,307.87 9124-9/30 3,317.87 Bankof America x� H- .. Your Bank of America Business Interest 0628 P P Checking Statement EO-3 Statement Period: August 28 through September 26,2008 CD 10/03 1 0000 828 0034 389 001167 #001 AV 0.324 Account Number.4dMMM8N� RANCHO CUCAMONGA PUBLIC LIBRARY FOU At Your Service 10500 CIVIC CENTER OR Call: 951.680.2590 RANCHO CUCAMONGA CA 91730-3801 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/smalibusiness. ❑ Summary of Your Business Interest Checking Account Beginning Balance on 08/28/08 (Overdrawn) -$11.32 Interest paid year-to-date $16.06 Service Charge - 13.00 Number of electronic checks paid 0 Ending Balance (Overdrawn) -$24.32 Number of 24 Hour Customer Service Calls Self-Service 0 Assisted g ❑ Important Information About Your Account A monthly service charge was applied to your account because your balance was below the minimum balance of$5,000 and the average balance of$7,500. You can avoid this charge by linking other Bank of America savings plans and meeting the$7,500 minimum combined balance or $15,000 average combined balance requirements. ❑ Bank of America News Take Control of Your Accounts with Free Online Banking Alerts:Alerts help you keep track of your account activity automatically and help prevent fees with email or text message to your mobile device (check with your service provider for details on specific fees and charges). Alerts can help you prevent fees by notifying you when: Your account balance drops below a level that you set, a direct deposit has been posted to your account, or a check you've written has posted. Visit the Alerts tab on Online Banking today to learn more. ❑ Account Activity Dale Posted Description Reference NumberAmount Service Charge 09/26 Monthly Service Charge $13.00 Continued on next page California Page 1 of 3 CA,t PatslM P.yr STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO Date: November 10, 2008 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Treasurer's Report—October 2008 CASH REPORT BEGINNING MTD MTD ENDING CASH October, 2008 BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $53,326.63 $11,692.44 ($8,000.00) $57,019.07 Archibald Children's Books Endowment $40,000.00 $40,000.00 Victoria Gardens Books $83,125.00 $83,125.00 Adult Literac $7,535.00 $7,535.00 Operating Reserve Fund $5,000.00 $5,000.00 Unallocated Funds $759,000.00 $759,000.00 TOTAL $947,986.63 $11.692.44 ($8.000.00) $951,679.07 LAIF Account: $951,289.52 Union Bank Account $389.55 B of A Ending Balance $0.00 Total Library Foundation Holdings: $951,679.07 Revenues: Rental Payment $ 750.00 General Fund Big Read Donations $ 124.00 General Fund Winery Event Ticket Sales $ 312.00 General Fund Winery Event Donations $ 2,500.00 General Fund Edison Donation $ 1,000.00 General Fund Grapevine Donations $ 5.00 General Fund TRI-,\sum.;it's Rj.ii)o "r PAU-. 2 NOVFNIBIiR 10,2008 Corporate Matching Donation (Abbott Lab) $ 136.00 General Fund Pomona Valley Chinese Association $ 200.00 General Fund Biane Donation Box $ 43.00 General Fund Expenditures: $8,000.00 Central School District $ 3,000.00 General Fund Big Read Donation — RC Library $ 5,000.00 General Fund Rancho Cucamonga Public Library Foundation CASH REPORT OCTOBER 2008 Beginning Balance $947,986.63 Deposits 10/6/2008 170.00 10/13/2008 1,000.00 10/20/2008 955.00 10/22/2008 2,601.00 10/29/2008 344.00 5,070.00 Bank of America Service Charge Credit 26.00 LAW-Interest 6,596.44 Less Checks #10003 (3,000.00) Central Elementary School-Donation #10004 (5,000.00) City of Rancho Cucamonga-'Big Read'Donation (8,000.00) $951,679.07 Union Bank Statement Ending Balance $ 3,389.55 Bank of America Statement Ending Balance $ - Deposits in Transit - Less Outstanding Checks #10003 (3,000.00) Investments-LAW 951,289.52 Adjusted Bank Balance $ 951,679.07 Page I of 2 ® STATEMENT RANCHO CUCAMONGA PUBLIC OF ACCOUNT* LIBRARY Statement Number: UNION BANK OF CALIFORNIA 10/01/08-10/31/08 GOVERNMENT SERVICES- SOUTH 274 POST OFFICE BOX 513840 Customer Inquiries LOS ANGELES CA 90051-3840 800-798-6466 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 ■ With almost 150 years in California and a solid balance sheet, Union Bank is well positioned to move your business forward through these times. Call us at 1-888-818-6060 to see how we can continue pulling our strength to work for you.Member FDIC. Public Fund Checking Summary Account Number:2740024461 Days in statement period:Days in statement period:31 Balance on 10/1 $ 3,317.87 Total Credits 5,071.68 Deposits(5) 5,070.00 Electronic credits(1) 1.68 Total Debits •5,000.00 Checks paid(1) -5,000.00 Balance on 10/31 $ 3,389.55 CREDITS Deposits Including check and cash credits Date Description/Location Reference Amount 10/8 CARRIER DEPOSIT 44249533 $ 170.00 10/15 CARRIER DEPOSIT 46117361 1,000.00 10/21 CARRIER DEPOSIT 47464525 955.00 10123 CARRIER DEPOSIT 45448304 2,601.00 10130 CARRIER DEPOSIT 45019859 344.00 5 Deposits Total $ 5,070.00 Electronic credits Date Description/Location Reference Amount 10/2 WIRE TRANS TRN 1002024633 100208 200810020024251 93055672 $ 1.68 DEBITS Check Paid Number Date Amount Number Date Amount 10004 10/30 5,000.00 STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO Date: November 10, 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 September 8 and October 13, 2008. BACKGROUND/ANALYSIS: Attached, please find the minutes for the regular meetings of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT: None. tSince ely, e KaClark 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, September 8, 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 6:03 p.m. Present were Members Akahoshi, Bowne, Davies, Filippi, Gilfry, Gonzalez, Leal, Melillo and White. Deborah Clark,Library Director and Vivian Garcia, Senior Administrative Secretary were present. B. CONSENT CALENDAR B1. Approval of Amended Library Foundation Treasurer's Report: June, 2008. B2. Approval of Library Foundation Treasurer's Report: July, 2008. MOTION: Moved by Member Filippi to approve the Treasurer's Reports for June and July, 2008, seconded by Member Melillo, motion carried, 9-0-3 (with Amsler, Atkins and Silver absent). B3. Approval of Minutes: May 12, June 9, July 14 and August 11, 2008 MOTION: Moved by Member Davies to approve the minutes, seconded by Member Gonzalez, motion carried, 9-0-3 (with Amsler, Atkins and Silver absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Construction update by Michelle Perera, Library Services Manager. In the absence of Michelle Perera, Deborah Clark, Library Director, gave an oral update on the construction with the Board announcing that the project was on-time and on-budget, ready for an opening at the upcoming week end. C2. Big Read Update: Discussion of Kick-off program scheduled for October 3 with author Anne Perry. Oral presentation by staff. Deborah Clark, Library Director, reviewed the Big Read Kick-off on October 3 with author Anne Perry with the Board. Library Foundation Board Minutes September 8, 2008 Page 2 D. BOARD BUSINESS D1. Fund Raising Events a. Update from the Special Event Committee regarding fundraiser scheduled for October 31, 2008. Member Gino Filippi, Chair, to present along with President Bruce Bowne and Member Tina Gilfry. Member Filippi reviewed the fundraiser scheduled for October 31 with the Board. The committee is planning on meeting after the Board meeting this evening to review details. D2. Developing a Work Plan for 2008/2009: Continued from August meeting.Presented by staff. a. Review and discussion of proposed work plan for the Library Foundation Board. Report attached. Presented by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed the work plan with the Board. MOTION: Moved by Member Leal to approve the Work Plan for 2008/2009,seconded by Member Akahoshi, motion carried, 9-0-3 (with Amsler, Atkins and Silver absent). D3. Report from Library Board of Trustees by liaison Jackie Amsler. Held over from August meeting. Item to be held over until the next meeting in the absence of Ms. Amsler. Member Atkins arrived at 6:25 p.m. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Telethon F. COMMUNICATIONS FROM THE PUBLIC None received. Library Foundation Board Minutes September 8, 2008 Page 3 G. ADJOURNMENT MOTION: Moved by Member Filippi to adjourn, seconded by Member Akahoshi,motion carried, 10-0-2 (with Amsler and Silver absent). The meeting adjourned at 6:26 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD Adiourned Meeting A. CALL TO ORDER An adjourned meeting of the Rancho Cucamonga Library Foundation Board was scheduled for Monday, October 13, 2008, at 6:00 p.m. in the Tri-communities Room at the City of Rancho Cucamonga, located at 10500 Civic Center Drive Rancho Cucamonga, California. The meeting was canceled. Respectfully sub fitted, Vivian Garcia Administrative Secretary Approved: STAFF REPORT - LIBRARY SERVICES DEPARTMENT RANCHO Date: November 10, 2008 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Deborah Kaye Clark, Library Services Director Subject: Approval to Transfer $10,000 of LAIF Funds into General Checking Account RECOMMENDATION: That the Board members review the LAIF investment account outlined below and instruct the Finance Director to move $10,000 in LAIF Funds to the Union Bank checking account. Current Balance After Transfer LAIF ACCOUNT $ 951,289.52 $941,289.52 UNION BANK CHECKING $ 389.55 $ 10,389.55 BACKGROUND AND RECOMMENDATION: Currently, most of the significant funds held by the Library Foundation are safely invested in the LAIF account, a conservative investment opportunity limited to civic funds that continue to earn high interest for the Foundation. Due to the number of significant donations made by the Library Foundation, the regular checking account for the Library Foundation only contains $389.55. In the interests of smooth operations of the Library Foundation, the Library Director recommends the transfer of $10,000 to cover any outstanding bills from the Wine Fundraiser and any upcoming bills generated from the production of the Telethon for 2009. Staff recommends approval of transfer of $10,000 from the LAIF account into the general checking account located in Union Bank and recommends the Board direct staff to request the Finance Officer of the Library Foundation (which bylaws name as the Finance Director of Rancho Cucamonga) to immediately transfer said funds. FISCAL IMPACT: Will allow the Library Foundation to write necessary checks to support general operations and early Iethon expenses. Sin rely,{ ebora Iia a Clar Y Library Director