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Home My WebLink About12/09/17 (Special) Library Foundation Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING 6:00 p.m. September 17, 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 .>fc /3y ao/�_, at lQ avn 1 posted a true and correct copy of the Library Board of Trustees meeting agenda dated �5e� 17, xor� to be held in the Council Chambers 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 at Rancho Cucamonga. City of Rancho Cucamonga By: r-HA A± "`, Vivian Garcia Senior Administrative Secretary City of Rancho Cucamonga T H E C I T Y O F RASCuo Cu CAM 0 N G A Fax Cover Sheet TO: Neil Nisperos - Daily Bulletin FAX: (909) 948-9038 DATE: September 13, 2012 SUBJECT: Special Library Foundation Board Meeting FROM: Vivian Garcia PHONE: (909) 477-2720 Sr. Administrative Secretary FAX: (909) 477-2721 EXT.: 5040 NUMBER OF PAGES: Attached is a special meeting agenda information scheduled for Monday, September 17, 2012. Please call the above sender if there are any problems in receiving this transmission. http://www.ci.rancho-cucamonga.ca.us Sending e o n f i r m Date : SEP-13-2012 THU 07 :39AM Name : Tel. : -------------------------------------------------------------------------- Phone 99489038 Pages 4/4 Start Time 09-13 07 :36AM Elapsed Time 01'44" Mode ECM Result Ok LIBRARY FOUNDATION BOARD AGENDA SEPTEMBER 17, 2012 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Amsler Davies Gilfry , Gonzalez , Leal May Sommer—, Vilardo_ 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: July and 4 August, 2012. 2. Approval of Minutes: August 6 and August 18, 2012. 13 3. Approval of 2013 Library Foundation Board Meetings. 20 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. Library Status Update: Oral report by Robert Karatsu, Library Director. D. BOARD BUSINESS The following items have been requested by the Library Foundation Board for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Discussion of Library Foundation Bylaws. Discussion led by President Leal. 2. Debrief of Library Foundation Board development workshop on Saturday, August 18th. Discussion led by Assistant Library Director Perera. 3. Discussion of December 16, 2012 holiday fundraising event. Discussion led by Secretary Gilfry. 2 LIBRARY FOUNDATION BOARD AGENDA SEPTEMBER 17, 2012 2 RANCHO CUCAMONGA 4. Potential new board members. Discussion led by President Leal. 5. Review of Foundation Board Roster. Discussion led by President Leal. 6. Update on ad hoc sub-committees. Discussion led by President Leal. 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, September 13, 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: September 17, 2012 r C',,UCAMONGA To: Rancho Cucamonga Library Foundatioq _ _ V✓� From: Robert Karatsu, Library Director - Subject: TREASURER'S REPORT—JULY, 2012 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH JuIV2012 BALANCE REVENUES EXPENDITURES BALANCE FUND General $89.512.52 $1,151.54 $90.664.06 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 $1,219,840.04 $1,151.54 $0.00 $1220991.58 LAI F Account $1,168,293.95 Transferred to LAIF Account $0.00 LAIF Interest $1,036.54 Union Bank Account $51,681.09 Outstanding Check $20.00 Total Library Foundation Holdings: $1,220,991.58 Revenues: $1,151.54 LAIF Interest $ 1,036.54 General Fund Archibald Donation Box $ 115.00 General Fund 4 Rancho Cucamonga Public Library Foundation CASH REPORT JULY 2012 Beginning Balance $1,219,840.04 LAIF Interest Earned 1,036.54 Deposits 7/23/2012 115.00 115.00 Less Checks - Ending Balance $ 1,220,991.58 Union Bank, Statement Ending Balance $ 51,681.09 Less Outstanding Checks #10099 (20.00) Deposits in Transit Investments - LAIF 1,169,330.49 Adjusted Bank Balance $ 1,220,991.58 5 LAIF Regular Monthly Statement Page 1 of Local Agency Investment Fund P.O. Box 942809 www.treasurer.ca.gov/amia Sacramento, CA 94209-0001 -laif (916) 653-3001 August 07,2012 RANCI-10 CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER PMIA Average Monthly Yields 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 Account Number: Tran Type Definitions July 2012 Statement Effective Transaction Tran Confirm Date Date Type Number Authorized Caller Amount 7/13/2012 7/12/2012 QRD 1367541 SYSTEM 1,036.54 Account Summary Total Deposit: 1,036.54 Beginning Balance: 1,168,293.95 Total Withdrawal: 0.00 Ending Balance: 1,169,330.49 Page I of I fl��ue�r�Bank OF�Q((,'(g'Q Wu RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number:2740024461 06/30/12-07/31/12 UNION BANK GOVERNMENT SERVICES- SOUTH 0274 POST OFFICE BOX 513840 Customer Inquiries 800-796-6466 LOS ANGELES CA 90051-3840 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 M Access account information and key online services using your smaHphone with Union Bank's Mobile Business Center.Check balances, make infra-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:_o Days in statement period:Days in statement period:32 Balance on 6/30 $ 51,566.09 Total Credits 115.00 Deposits(1) 115.00 Total Debits 0.00 Balance on 7/31 $ 51,681.09 CREDITS Deposits including check and cash credits Date Description/Location Reference Amount 7/23 CCV DEPOSIT SEQ#0723VP1450 A-0000000001 S 90226068 $ 115.00 DEBITS Daily Ledger Balance Date Ledger Balance Date Ledger Balance 6/30-7/22 $ 51,566.09 7/23-7/31 $ 51,681.09 7 STAFF REPORT -<<_ LIBRARY SERVICES DEPARTMENT "l RANCHO Date: September 17, 2012 / C,UCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: TREASURER'S REPORT— AUGUST, 2012 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH August 2012 BALANCE REVENUES EXPENDITURES BALANCE FUND General $90,664.06 $6,908.07 ($200.00) $97,372.13 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 $19,400.55 Greg & Terri Jacobs - Literacy5$ .000.005$ ,000.00 Lola A. Livesey Trust Account $218.801.97 $218,801.97 Operating Reserve Fund $5,000.00 $5,000.00 Unallocated Funds $759,000.00 $759,000.00 TOTAL $1,220,991.58 $6,908.07 $200.00 $1,227,699.65 LAIF Account $1,169,330.49 Transferred to LAIF Account $0.00 LAIF Interest $0.00 Union Bank Account $58,569.16 Outstanding Check $200.00 Total Library Foundation Holdings: $1,227,699.65 Revenues: $6,908.07 Rental Payment $ 900.00 General Fund Purchase of PAL from SBPL $ 6,000.00 General Fund PAB Vending Machine $ 8.07 General Fund 8 TREASURER'S REPORT-AUGUST,2012 PAGE 2 SEPTEMBER 17,2012 Expenditures: $200.00 Refund of Deposit for Apt. #104 $ 200.00 General Fund 9 Rancho Cucamonga Public Library Foundation CASH REPORT AUGUST 2012 Beginning Balance $1,220,991.58 LAIF Interest Earned - Deposits 8/1/2012 900.00 8/16/2012 8.07 8/21/2012 6,000.00 6,908.07 Less Checks #010100 (200.00) Ending Balance $ 1,227,699.65 Union Bank, Statement Ending Balance $ 58,569.16 Less Outstanding Checks #010100 (200.00) Deposits in Transit Investments - LAIF 1,169,330.49 Adjusted Bank Balance $ 1,227,699.65 i 0 Page 1 of I UnlonBank QO [Fe Q((' OC Q UK b ye RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number:, 08/01/12-08/31/12 UNION BANK GOVERNMENT SERVICES- SOUTH 0274 Customer Inquiries POST OFFICE BOX 513940 800-798-6466 LOS ANGELES CA 90051-3840 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 III Access account information and key online services using your smartphone 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/earn 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:31 Balance on 811 $ 51,681.09 Total Credits 6,908.07 Deposits(3) 6,908.07 Total Debits -20.00 Checks paid(1) -20.00 Balance on 8131 $ 58,569.16 CREDITS Deposits including check and cash credits Date Description/Location Reference Amount 812 CCV DEPOSIT SEQ#0802M01230 A-00000000015 90222224 $ 900.00 8/21 UNENCODED COURIER DEPOSIT 45567148 8.07 8/22 UNENCODED COURIER DEPOSIT 45617148 6,000.00 3 Deposits Total $ 6,908.07 DEBITS Check Paid Number Date Amount Number Date Amount 10099 8/31 20.00 Daily Ledger Balance Date Ledger Balance Date Ledger Balance 8/1 $ 51,681.09 8/22-8/30 $ 58,589.16 8/2-8/20 52,581.09 8/31 58,569.16 8121 52,589.16 LAIF Regular Monthly Statement Page 1 of 1 Local Agency Investment Fund wwwAreasurer.ca.gov/amia P.O. Box 942809 1flif 10 Sacramento,CA 94209-0001 , (916)653-3001 September 1 20122 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER PM IA Average Monthly Yields 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 Account Number: Tran Type Definitions August 2012 Stnlement Account Summary Total Deposit: 0.00 Beginning Balance: 1,169,330.49 Total Withdrawal: 0.00 Ending Balance: 1,169,330.49 lltips://Iaifms.treasurer.ca.gov/P,egularStatement.aspx 9/10/2012 12 STAFF REPORT = {. LIBRARY SERVICES DEPARTMENT RANCHO Date: September 17, 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 August 6 and 18, 2012. 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. Respectfully submitted, Robert Karatsu Library Director 13 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,August 6,2012, 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 6:09 p.m. Present were Members Akahoshi,Amsler,Davies, Gilfry,Gonzalez,Leal,May, Sommer and Vilardo. Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director and Carol Durkel, Office Specialist II, were present. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS BI. Administration of Oath of Office—The Oath of Office will be administered by City Clerk Janice Reynolds. The Members had been sworn in at the City Council meeting on Wednesday,August 1;therefore,an Oath of Office was not needed. C. CONSENT CALENDAR Cl. Approval of Library Foundation Treasurer's Report: May and June, 2012. MOTION: Moved by Member Davies to approve the Treasurer's Reports for May and June,2012, seconded by Member Akahoshi, motion carried, 9-0-1 (with White absent). C2. Approval of Minutes: June 4 and July 2, 2012. MOTION: Moved by Member Davies to approve the minutes, seconded by Member May, motion carried, 9-0-1 (with White absent). 14 Library Foundation Board Minutes August 6, 2012 Page 2 D. LIBRARY DIRECTOR'S STAFF REPORTS DI. Library Status Update: Oral report by Robert Karatsu, Library Director. Library Director Karatsu welcomed the new Members. He stated that there is a new tenant for the apartment starting August 1". The tenant will be paying $900 a month for rent. Michelle Perera, Assistant Library Director, invited the Members to the Block Parry on August 9 which will be held at the Cultural Center from 6 to 8 p.m. Assistant Library Director Perera stated the City of Rancho Cucamonga's Employee of the Month for August is Renee Tobin, Principal Librarian. E. BOARD BUSINESS El. Welcome to new board members. Discussion led by President Leal President Leal asked the new Members to introduce and tell a little about themselves. Member Villardo introduced himself. Member Sommer introduced herself. Robert Karatsu, Library Director, talked about the purpose of the Library and how the Foundation supports the Library. E2. Discussion of Library Foundation Bylaws. Discussion led by President Leal. President Leal stated Library staff had researched and had available samples from other libraries of their Foundation Bylaws. Staff will e-mail the Bylaws to the Members. She asked Members to review the Bylaws to help in drafting a new one. E3. Library Foundation Board development workshop on Saturday,August 18`h. Discussion led by Assistant Library Director Perera. President Leal stated that on Saturday, August 18, the Foundation Development Workshop will be held at Celebration Hall from 10 a.m. to 3 p.m. Member Davies asked about the cost of the workshop. 15 Library Foundation Board Minutes August 6, 2012 Page 3 Assistant Library Director Perera stated the cost for the presenter is $1,500. Member May stated she would not be able to attend. E4. Potential future Library Foundation fundraising events. Discussion led by Assistant Library Director Perera. Michelle Perera,Assistant Library Director, stated that Sunday, December 16,will be a Foundation Fundraiser. The Lewis Family Playhouse will host the Gilty Christmas Show. This will be a holiday concert, different from the past MMM events. No food,just music. Assistant Library Director Perera stated the tentative dates for the Telethon are April 19, 20 & 21, 2013. Staff is working on confirming a broadcast truck for the Telethon. E5. Potential Library Foundation Social Event,Wednesday, August 29,2012. Discussion led by President Leal. Michelle Perera, Assistant Library Director, stated the Quakes Skybox event will be held on Wednesday, August 29. Please RSVP by August 10. E6. Approval of 2012-2013 Foundation Budget. Discussion led by President Leal and Library Director Karatsu. Library Director Karatsu reviewed the 2012-2013 Foundation Budget with the Members. MOTION: Moved by Member Akahoshi to approve the budget, seconded by Member Amsler, motion carried, 9-0-1 (with White absent). ET Update on ad hoc sub-committees. Discussion led by President Leal President Leal reviewed the Library Foundation Committees handout with the Members. President Leal and Member Gonzalez reviewed the Community Partners Program Brochure with the Members. The Brochure is a "living" document that will change as necessary. Member Amsler suggested changing the word "Program" to "Opportunities." She suggested "Business Partner Opportunities" instead of"Program." Member Davies suggested adding the Foundation Members' names to help build support. 16 Library Foundation Board Minutes August 6, 2012 Page 4 F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Planned Giving G. COMMUNICATIONS FROM THE PUBLIC None were presented. H. ADJOURNMENT MOTION: Moved by Member May to adjourn,seconded by Member Davies,motion carried,9-0-1 (with White absent). The meeting adjourned at 7:17 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: 17 CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Special Meeting A. CALL TO ORDER A special meeting of the Rancho Cucamonga Public Library Foundation Board was held on Saturday, August 18, 2012, in Celebration Hall, located at the Victoria Gardens Cultural Center at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 10:15 a.m. Present were Members Akahoshi, Amsler, Davies, Gilfry, Gonzalez, Leal, Vilardo and White. Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director, Renee Tobin, Principal Librarian and Vivian Garcia, Administrative Secretary, were present. B. CONSENT CALENDAR B1. Foundation Team Building Library Director Robert Karatsu thanked everyone for attending today's workshop. He introduced Ray Pachett. Ray Pachett gave an oral presentation on"Know Your Leadership Strengths: Discover Your Power" with the Members of the Library Foundation Board. At the conclusion, Ray Pachett thanked the Members for coming today. President Leal asked if everyone could share their"colors" with each other. Assistant Library Director Perera stated she would compile, plot and send by e-mail the request. F. COMMUNICATIONS FROM THE PUBLIC None were presented. 18 Library Foundation Board Minutes August 18, 2012 Page 2 G. ADJOURNMENT MOTION: Moved by Member Amsler to adjourn to Monday, September 17, 2012, seconded by Member Davies,motion carried, 8-0-2(with May and Sommer absent). The meeting adjourned at 3 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: 19 STAFF REPORT LIBRARY SERVICES DEPARTMENT RANCHO Date: September 17, 2012 CUCAMONGA To: Rancho Cucamonga Library Foundation Board From: Robert Karatsu, Library Director Subject: APPROVAL OF 2013 LIBRARY FOUNDATION BOARD MEETINGS RECOMMENDATION That the Library Foundation Board approve the 2013 Library Foundation Board Meeting schedule. BACKGROUND/ANALYSIS January 7, 2013 (dark. No meeting.) February 4, 2013 March 4, 2013 April 1, 2013 (no fooling...) May 6, 2013 June 3, 2013 July 1, 2013 (dark. No meeting.) August 5, 2013 September 16 (Moved to 3rd Monday as Labor Day is September 2nd ) October 7, 2013 November 4, 2013 December 2, 2013 (dark. No meeting.) Respectfully submitted, Robert Karatsu Library Director 20