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HomeMy WebLinkAbout12/09/17 (Min) (Special) Library Foundation Board 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 Monday, September 17, 2012, in Tri-communities Room, located at 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, Amsler, Davies, Gilfry, Leal, May, Sommer 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: July and August, 2012. MOTION: Moved by Member Davies to approve the Treasurer's Report for July and August,2012, seconded by Member Amsler, motion carried, 8-0-2 (with Gonzalez and Vilardo absent). B2. Approval of Minutes: August 6 and 18, 2012. MOTION: Moved by Member Sommer to approve the minutes for August 6 and 18,2012,seconded by Member Akahoshi, motion carried, 8-0-2 (with Gonzalez and Vilardo absent). B3. Approval of 2013 Library Foundation Board Meetings. MOTION: Moved by Member May to approve the 2013 Library Foundation Board Meetings with the change of going "dark" in the month of September, seconded by Member Sommer, motion carried, 8-0-2 (with Gonzalez and Vilardo absent). C. LIBRARY DIRECTOR'S STAFF REPORTS C1. Library Status Update: Oral report by Robert Karatsu, Library Director. Library Director Karatsu reviewed the power outage at the Archibald Library with the Members. Library Foundation Board Minutes September 17, 2012 Page 2 Michelle Perera, Assistant Library Director, stated on Friday, September 28, Hispanic Heritage Cultural Arts Night will be held at the Cultural Center from 7 to 9 p.m. On Monday, October 15, there will be a special Council Meeting in the Celebration Hall starting at 6 p.m. A flyer was passed out to the Members about the different activities that are planned for the evening. D. BOARD BUSINESS D1. Discussion of Library Foundation Bylaws. Discussion led by President Leal. Member Davies requested the item be held over to the next meeting. D2. Debrief of Library Foundation board development workshop on Saturday, August 18'h. Discussion led by Assistant Library Director Perera. Assistant Library Director Perera asked for comments on the workshop that the Members attended. Member White stated that she enjoyed the facilitator in that he captured everyone's interest. President Leal stated that the workshop flowed well. The time went by quickly and the facilitator kept everyone interested. Member Akahoshi felt comfortable and she learned a lot. Member Gilfry stated he was prepared and very knowledgeable. She took what she learned and applied it in her life. She learned what she does in conflict—this was different than other workshops she has attended. President Leal stated that strategic planning would be the next step for the Members. She asked the Members if they would like staff to obtain a proposal from Ray Pachett. Member Gilfry stated she would to have Ray Patchett as the facilitator. Member Davies suggested also obtaining a proposal from Kevin McArdle. Assistant Library Director Perera stated staff could Request a Proposal which would list when and what the Board would like to have presented at the workshops. Library Director Karatsu stated that Kevin McArdle's background would be more with the . fundraising aspect. Ray Pachett's background would be more of the strategic planning aspect. The focus would depend on what the Foundation Members would want. Library Foundation Board Minutes September 17, 2012 Page 3 President Leal stated that strategic planning would come first listing the Goals, Mission Statement and Values of the Board. Member Gilfry asked if the focus would not be the fundraising for the Members. President Leal thought this would be the second phase. Library Director Karatsu stated that the focus for the Library Foundation Board is fundraising. The Policy Board is the Library Board of Trustees. After discussion, the Members decided the Executive Committee would review and return back to the Board with proposals. D3. Discussion of December 16, 2012, holiday fundraising event. Discussion led by Secretary Gilfry. Member Gilfry stated that "A Very Gilfry Christmas" will be held on Sunday, December 16, at 4 p.m. in the Lewis Family Playhouse. The doors will open at 3 p.m. with treats available. The cost is $35 per person. This will be a family oriented event which will include children. She stated that we are looking for a sponsor at this time. Each Member is requested to sell ten (10) tickets each. Assistant Library Director Perera stated that staff will prepare the half sheet information sheet on purchasing the tickets. The contact would fill out the form and it could be returned to the box office for tickets. Library Director Karatsu stated that the Board had approved a budget of$3,000 for the event. Some would be used to pay for Rod Gilfry's pianist, Chris Denny. The seats will be assigned by the Box office when tickets are purchased. D4. Potential new board members. Discussion led by President Leal President Leal asked the Members to think about new potential board members for the Board. D5. Review of Foundation Board Roster. Discussion led by President Leal. President Leal circulated a roster of board members. She requested Members to note how they would like their information to be listed on this roster. D6. Update on ad hoc sub-committees. Discussion led by President Leal Library Foundation Board Minutes September 17, 2012 Page 4 President Leal reviewed the handout with the Members. She also reviewed the Business Brochure. The Brochure will be e-mailed to the Members. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING El. Bylaws E2. Budget for December 16 Event E3. Potential Names of New Members. E4. 2013 Calendar F. COMMUNICATIONS FROM THE PUBLIC None were presented. G. ADJOURNMENT MOTION: Moved by Member Amsler to adjourn,seconded by Member Sommer,motion carried,8- 0-2 (with Gonzalez and Vilardo absent). The meeting adjourned at 7:05 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: November 5, 2012