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Home My WebLink About12/08/06 Library Foundation Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Monday 6:00 p.m. August 6, 2012 Tri-communities Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers L. Dennis Michael, Mayor Sam Spagnolo, Mayor Pro Tem William J. Alexander, Councilmember Chuck Buquet, Councilmember Diane Williams, Councilmember Foundation Members Ruth Leal, President Teresa Akahoshi, Vice President Tina Gilfry, Secretary Jackie Amsler, Member Rebecca Davies, Member David Gonzalez, Member Leslie May, Member Kathy Sommer, Member Darren Vilardo, Member Chris White, Member 1 DECLARATION OF POSTING OF AGENDA Vivian Garcia states and declares as follows: I presently am and at all times mentioned herein have been, the Senior Administrative Secretary of the Rancho Cucamonga Public Library. Acting in that capacity on Tu ly aft aoiz2at M ' I posted a true and correct copy of the Library Foundation Board meeting a enda datedAuAu .s7 &, a4� to be held in the Tri-communities Room located 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 7-a(i/a , at Rancho Cucamonga. City of Rancho Cucamonga g By: V luta Vivian Garcia Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA AUGUST 6, 2012 1 RANCHO CUCAMONGA A. CALL TO. ORDER. 1. Roll Call: Akahoshi , Amsler Davies Gilfry , Gonzalez , Leal May Sommer—, Vilardo_ and White B: ITEMS OF BUSINESS'WITH;NEWLY APPOINTED OFFICIALS 1. Administration of Oath of Office – The Oath of Office will be administered by City Clerk Janice Reynolds. C. 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: May and 4 June, 2012. 2. Approval of Minutes: June 4 and July 2, 2012. 14 D. LIBRARY MRECTOR'SSTAFF:REPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. 1. Library Status Update: Oral report by Robert Karatsu, Library Director. E; 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. Welcome to new board members. Discussion led by President Leal. 2 LIBRARY FOUNDATION BOARD AGENDA AUGUST 6, 2012 2 RANCHO CUCAMONGA 2. Discussion of Library Foundation Bylaws. Discussion led by President Leal. 3. Library Foundation Board development workshop on Saturday, August 18th. Discussion led by Assistant Library Director Perera. 4. Potential future Library Foundation fundraising events. Discussion led by Assistant Library Director Perera. 5. Potential Library Foundation Social Event, Wednesday, August 29, 2012. Discussion led by President Leal. 6. Approval of 2012-2013 Foundation Budget. Discussion led by 19 President Leal and Library Director Karatsu. 7. Update on ad hoc sub-committees. Discussion led by President Leal. V. `IDENTIFICATION,,OF ITEMS FOR THE NEXT u 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. G. 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. H. .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, July 26, 2012, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. 3 STAFF REPORT - LIBRARY SERVICES DEPARTMENT RANCHO Date: August 6, 2012 CUCAMONGA To: Rancho Cucamonga Library Foundation / i From: Robert Karatsu, Library Director . Subject: TREASURER'S REPORT— MAY, 2012 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH May 2012 BALANCE REVENUES EXPENDITURES BALANCE FUND General $89.805.51 $810.00 907.00 $89.708.51 Archibald Children's Books Endowment $40,000.00 $40.000.00 Victoria Gardens Books $83,125.00 $83.125.00 Adult Literacy $19.400.55 $19,400.55 Greg &Terri Jacobs- Literacy $5,000.00 $5,000.00 Lola A. Livesey Trust Account $218.801.97 $218.801.97 Operating Reserve Fund5$ ,000.005$ ,000.00 Unallocated Funds $759.000.00 $759,000.00 TOTAL $1,220,133.03 $810.00 ($907.00) $1,220,036.03 LAIF Account $1,168,293.95 Transferred to LAIF Account $0.00 LAIF Interest $0.00 Union Bank Account $51,742.08 Total Library Foundation Holdings: $1,220,036.03 Deposits listed on bank statement for $67,548.51 May 31, 2012 is in error. Revenues: $810.00 Rental Payment $ 750.00 General Fund Grapevine $ 60.00 General Fund 4 TREASURER'S REPORT-MAY,2012 PAGE 2 AUGUST 6,2012 Expenditures: $907.00 Philadelphia Insurance Companies $ 907.00 General Fund 5 Rancho Cucamonga Public Library Foundation CASH REPORT MAY 2012 Beginning Balance $1,220,133.03 LAIF Interest Earned - Deposits 5/8/2012 800.00 5/9/2012 10.00 5/31/2012 67,035.75 5/31/2012 512.76 68,358.51 Less Checks #10097 (907.00) Philadelphia Ins. - Fnd. Board Ins. Ending Balance $ 1,287,584.54 Union Bank, Statement Ending Balance $ 119,290.59 Less Outstanding Checks - Deposits in Transit Investments - LAIF 1,168,293.95 Adjusted Bank Balance $ 1,287,584.54 m UnionBank STATEMENT Page 1 of 2 O F ACCOUNTS RANCHO CUCAMONGA PUBLIC LIBRAR H UNION BANK Statement Number: GOVERNMENT SERVICES- SOUTH 0274 5/1/12-5/31/12 POST OFFICE BOX 513840 , LOS ANGELES CA 90051-3840 Customer Inquiries 800-798.6466 Thank you for banking with us since 2008 CY30M 110000 0016028-088133 940417 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION _ P 0 BOX 807 RANCHO CUCAMONGA CA 91729 ® Methods to commit check fraud are becoming increasingly sophisticated. With Payee Positive Pay, you can get more protection against fraud. This enhancement allows Union Bank to detect inconsistencies to the payee name-in addition to issue date, check number, and check amount -between your check issue information and checks presented for payment. To learn more, coil your relationship manager or contact Global Treasury Management Sales of B00-B63.0285. PUBUC FUND CHECKING SUMMARY Account Number: Days in statement period: 31 Beginning balance on 5/1 $ 51,839.08 Total Credits 68,358.51 Deposits I 4 68,358.51 Total Debits -907.00 Checks paid 1 -907.00 Ending Balance on 5/31 $ 119,290.59 CREDITS Deposits including check Date De motion Reference Amount and cash credits 5/9 CCV DEPOSIT SEQtt 0509LC2900 A-0000000001 S 90221262 $ 10.00 5/9 UNENCODED COURIER DEPOSIT 47032134 800.00 5/31 CCV DEPOSITSEQN 053IMF 1880 A-000000000 I S 90222415 512.76 5/31 UNENCODED COURIER DEPOSIT 46029804 67,035.75 4 Deposits Total amount $ 68,358.51 DEBITS Checks paid Number Dote Amount Number Date Amount Number Dole Amount 10097 5/14 $ 907.00 DAILY LEDGER BALANCE Dote Ledger Balance Dole Ledger Balance Dale ledger Balance 5/1-5/8 $ 51,839.08 5/14.5/30 $ 51,742.08 $ 5/9-5/13 52,649.08 5/31 119,290.59 ra 7 LAIF Regular Monthly Statement Page 1 of 1 Local Agency Investment Fund P.O. Box 942809 www.treasurer.ca.gov/nmia Sacramento, CA 94209-0001 -laif (916) 653-3001 June 12, 2012 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA, CA 91729 PMIA Average Monthly Yields Account Number:409uw Transactions May 2012 Statement Tran Type Definitions Account Summary Total Deposit: 0.00 Beginning Balance: 1,168,293.95 Total Withdrawal: 0.00 Ending Balance: 11168;293.95 8 STAFF REPORT y - LIBRARY SERVICES DEPARTMENT CRANCHO Date: August 6, 2012 UCAMONGA To: Rancho Cucamonga Library Foundatio From: Robert Karatsu, Library Director — ' Subject: TREASURER'S REPORT—JUNE. 2012 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH June 2012 BALANCE REVENUES EXPENDITURES BALANCE FUND General $89.708.51 224.014($ 20.00) $89,512.5: Archibald Children's Books Endowment $40,000.00 $40,000.0 Victoria Gardens Books $83.125.00 $83,125.0 Adult Literacy $19.400.55 $19,400.5: Greg &Terri Jacobs - Literac $5,000.00 $5,000.0 Lola A. Livesey Trust Account $218,801.97 $218,801.9' Operating Reserve Fund $5,000.00 $5,000.0 Unallocated Funds $759.000.00 $759,0K0 TOTAL $1,220,036.03 $224.01 ($420.00) $1.219.840.0 LAIF Account $1,168,293.95 Transferred to LAIF Account $0.00 LAIF Interest $0.00 Union Bank Account $51,566.09 Outstanding Check $20.00 Total Library Foundation Holdings: $1,219,840.04 Electronic Debits Deducted from May 31, $67,548.51 2012 bank statement from deposit error. Revenues: $224.01 Farewell to Manzanor DVD $ 25.00 General Fund Grapevine $ 10.00 General Fund Memorial $ 50.00 General Fund 9 TREASURER'S REPORT JUNE,2012 - PAGE 2 AUGUST 6,2012 FAB Donation Box $ 120.00 General Fund FAB Vending Machine $ 19.01 General Fund Expenditures: $420.00 Secretary of State (Nonprofit Status) $ 20.00 General Fund Patchett & Associates (Supplies for August 18 Wrkshp)$ 400.00 General Fund 10 Rancho Cucamonga Public Library Foundation CASH REPORT JUNE 2012 Beginning Balance $1,287,584.54 LAIF Interest Earned - Deposits 6/5/2012 9.25 6/18/2012 180.00 6/21/2012 25.00 6/28/2012 9.76 224.01 Less Transfers- Deposits in Error (67,548.51) Less Checks #10098 (400.00) Patchett&Asoc:Workshop Supplies #10099 (20.00) Secretary of State- Statement Filing (420.00) Ending Balance $ 1,219,840.04 Union Bank, Statement Ending Balance $ 51,566.09 Less Outstanding Checks 910099 (20.00) Deposits in Transit Investments- LAIF 1,168,293.95 Adjusted Bank Balance $ 1,219,840.04 f e Page 1 of 2 UnionBank 0 k 6 C Q(Um b TS RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number:2740024461 UNION BANK 06/01/12-06/29/12 GOVERNMENT SERVICES- SOUTH 0274 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 O Access account information and key online services using your smariphone with Union Bank's Mobile Business Center.Check balances, make intra-bank transfers, approve wires securely,and view and make decisions on Positive Pay exceptions wherever you have mobile Internet service.To enroll in mobile banking, go to the Online Business Center.To learn more, call your treasury relationship manager or contact Global Treasury Management Sales at 800-883-0285. Public Fund Checking Summary Account Number:! Days in statement period:Days in statement period:29 Balance on 6/1 $ 119,290.59 Total Credits 224.01 Deposits(4) 224.01 Total Debits -67,948.51 Checks paid(1) -400.00 Electronic debits(2) -67,548.51 Balance on 6/29 $ 51,566.09 CREDITS Deposits including chock end cash credits Date Description/Location Reference Amount 615 UNENCODED COURIER DEPOSIT 46165524 $ 9.25 6118 CARRIER DEPOSIT - 47275826 180.00 6/21 CCV DEPOSIT SEQ#0621HE0640 A-0000000001S 90221032 25.00 6/28 UNENCODED COURIER DEPOSIT 45330111 9.76 4 Deposits Total $ 224.01 DEBITS Check Paid Number Date Amount Number Date Amount 10098 6/11 400.00 Electronic debits Date Description Reference - Amount 6/26 CASH MANAGEMENT BKTRANSFER 93090372 $ 512.76 12 LAIF Regular Monthly Statement Page 1 of 1 Local Agency Investment Fund P.O. Box 942809 www.tre2surer.ca.gov/nmia Sacramento,CA 94209-0001 -laif (916)653-3001 July 10,2012 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER PMIA Average Monthly Yields 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 Account Number: Tran Tyne Definitions June 2012 Statement Account Summary Total Deposit: 0.00 Beginning Balance: 1,168„293.95 Total Withdrawal: 0.00 Ending Balance: 1,168,293.95 13 STAFF REPORT LIBRARY SERVICES DEPARTMENT J RANCHO Date: August 6, 2012 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meeting of June 4 and July 2, 2012. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular and cancelled meetings of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Respectfully submitted, Robert Karatsu Library Director 14 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,June 04,2012,in the Tri-Communities Room,located at the City of Rancho Cucamonga at 10500 Civic Center Drive,Rancho Cucamonga, California. The meeting was called to order at 6:08 p.m. Present were Members Akahoshi, Davies, Gonzalez, Leal, May and White. Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director and Vivian Garcia, Administrative Secretary, were present. B. CONSENT CALENDAR BI. Approval of Library Foundation Treasurer's Report: April, 2012. MOTION: Moved by Member Davies to approve the Treasurer's Report for April, 2012, seconded by Member Akahoshi, motion carried, 6-0-4 (with Amsler, Filippi, Gilfry and Pachon absent). B2. Approval of amended Treasurer's Reports for August, 2011 through March, 2012. MOTION: Moved by Member Davies to approve the amended Treasurer's Reports for August,2011 through March 2012, seconded by Member Gonzalez, motion carried, 6-0-4 (with Amsler, Filippi, Gilfry and Pachon absent). B3. Approval of Minutes: May 7, 2012. MOTION: Moved by Member Gonzalez to approve the minutes for May 7, 2012, seconded by Member White, motion carried, 6-0-4 (with Amsler, Filippi, Gilfry and Pachon absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Update: Oral report by Robert Karatsu, Library Director. Assistant Library Director Perera updated the Members on the events that were held at the Biane Library during the month of May. 15 Library Foundation Board Minutes June 4, 2012 Page 2 Michelle Perera,Assistant Library Director, stated on Friday,May 4,Asian Pacific Islander Cultural Arts Night was held. Author Jeannie Houston was the speaker. There were approximately two hundred attendees. On Friday, May 11,the Back to Basics Graduation was held in the Celebration Hall. Police Chief Newcombe was the guest speaker. Assistant Library Director Perera stated Local History Night was held on Friday,May 18. The theme was "Hidden Gems in Rancho Cucamonga". There was a special Maloof exhibit for the evening. On Saturday, May 26, the Star Wars event was held at the Biane Library. Then on Thursday, May 31,the Summer Reading Program kick-off was held at the Biane Library. There were approximately six hundred sign-ups for the program this summer. Assistant Library Director Perera invited the Members to attend "Celebrate Our Successes" on Tuesday, June 19, starting at 8 a.m. in Celebration Hall. Michelle Perera, Assistant Library Director, stated that at the end of June, some of the Library staff will be attending the American Library Association which will be held in Anaheim this year. Member Davies requested staff to send a list of what is being presented at ALA. D. BOARD BUSINESS D1. Update on potential board members. Discussion led by President Leal Robert Karatsu, Library Director, stated he had met and talked with potential new Member Darren V ilardo. He seemed interested and wanted to give back to the community. His area of expertise is in estate planning. Mr. Vilardo received an application to fill out. Member Akahoshi will follow up with him this week. An application from Kathy Sommer had been turned in to the City Clerk's office. President Leal also discussed the status of other potential Board Members. D2. Update on ad hoc sub-committees. Discussion led by President Leal Member Gonzalez reviewed the handout with the Members. He presented an oral update to the Members on what the ad hoc sub-committee had been working on. He stated at the next meeting he would update the Board. 16 Library Foundation Board Minutes June 4, 2012 Page 3 D3. Update on Lewis Homes apartment. Discussion led by Library Director Karatsu. Library Director Karatsu stated that Lewis Homes Apartment was available for rent. The tenant had moved out and the apartment will be renovated by Lewis Homes. He asked if the Members knew of anyone interested in a one bedroom apartment to please contact him. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING El. Bylaws from other Library Foundations—two or three to compare F. COMMUNICATIONS FROM THE PUBLIC None were presented. G. ADJOURNMENT MOTION: Moved by Member Akahoshi to adjourn Monday,August 6,2012,seconded by Member White, motion carried, 6-0-4 (with.Amsler, Filippi, Gilfry and Pachon absent). The meeting adjourned at 7 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: 17 CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD Regular Meeting A. CALL TO ORDER The adjourned meeting of the Rancho Cucamonga Library Foundation Board was scheduled for Monday, July 2, 2012, at 6 p.m. in the Tri-communities Room of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was canceled. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: 18 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET 2 01 212 01 3 PROPOSED BUDGET 201212013 Balance Sheet Projection Assets as of June 30,2012 LAIF $1,168,294 Union Bank Account $51,566 Total Opening Assets $1,219,860 REVENUES PROJECTED $81,500 Library Foundation Balance $1,301,360 Library Foundation Expenditures Total Expendbures Projected ($130,300) Total Balance Remaining in Library Foundation for FY 2012.2013 $1,171,060 Gain/Loss for Fiscal Year ($48,800) PRELIMINARY PROPOSED BUDGET PROPOSED ACTUAL PROPOSED 2012113 BUDGET EARNED/SPENT BUDGET 2011/2012 2011/2012 2012/2013 REVENUES Rental Income $9,600 $8,450 $10,000 Interest Earned $6,000 $4,369 $5,000 Personal Donations(incl.direct mail campaign) $3,000 $8,819 $3,000 Telethon Campaign Income $0 $1,650 $50,000 Other Events(MMM,GiBy concert,etc.) $8,000 $17,370 $10,000 Calendar Advertisements $3,000 $250 $2,000 PAL Pledges $31,000 $20,000 $500 Play and Learn Islend'u Revenue $0 $0 $1,000 Revenue Totals $60,600 $60,908 $81,500 OPERATIONAL EXPENSES ($31,700) ($15,137) ($35,300) Conference for Boardmembers ($1,000) $0 ($1,000) Board Expenses ($1,000) $0 ($1,000) Insurance ($900) ($907) ($900) Board Training/Strategic Planning $0 ($400) ($1,500) Major Direct Mail Piece ($7,000) $0 ($7,000)For planned giving brochure Annual Calendar ($20,000) ($13,000) ($20,000) Printing $0 $0 $0 Postage ($1,000) $0 ($1,000) Business Expenses $0 ($80) ($100) Publicity $0 $0 ($2,000) Tax Preparation ($800) ($750) ($800) EVENTS ($3,000) ($5,587) ($15,000) Telethon Production/Campaign $0 $0 ($12,000) RRR Event December 2012 $0 $0 ($3,000) Summer Event 2011(MMM) ($3,000) ($5,587) $0 TOTAL OPERATIONAL EXPENDITURES ($34,700) ($20,724) ($50,300) DONATIONS TO LIBRARY ($60,000) ($47,000) ($80,000) Adult Literacy ($15,000) ($15,000) ($10,000) Children's/Special Programs ($15,000) $0 ($15,000) Matching for State Library Grants ($25,000) ($25,000) ($50,000) Library Staff-Professional Development ($5,000) ($7,000) ($5,000) TOTAL FOUNDATION EXPENDITURES ($94,700) ($67,724) ($130,300) PAL Donors Pledges-FY 2012-2013 Michael,Dennis $500 TOTAL $500 19