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Home My WebLink About13/03/04 (Agn) Library Foundation Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Monday 6:00 p.m. March 4, 2013 Tri-communities Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 rr+ City Councilmembers L. Dennis Michael, Mayor Sam Spagnolo, Mayor Pro Tem William J. Alexander, Councilmember Marc Steinorth, 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 Christian Nelson, Member Heidi Soehnel, Member Kathy Sommer, Member Darren Vilardo, 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 Senior Administrative Secretary of the Rancho Cucamonga Public Library. Acting in that capacity on �Gb• D7, 2Dt3 , at SROM —' I posted a true and correct copy of the Library Foundation Board meeting agenda dated t-/ X013 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 a-- 7Z at Rancho Cucamonga. City of Rancho Cucamonga / By: VLZr "d, — Vivian Garcia Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA MARCH 4, 2013 1 RANCHO CUCAMCNGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Amsler Davies Gilfry Gonzalez , Leal May Nelson Soehnel , 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: December 4 2012 and January 2013. 2. Approval of Minutes: February 4, 2013. 16 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. 2013 National Medal Award Finalist. Discussion led by Michelle Perera, Assistant Library Director. 2. Discussion of potential new members. Discussion led by President Leal. 3. Discussion of potential by-laws revision. Discussion led by- 20 President Leal. Revision attached. 4. Discussion of 2013 Library Telethon. Discussion led by President Leal. 2 in LIBRARY FOUNDATION BOARD AGENDA 2 MARCH 49 2013 0ANGUO AMONGA 5. 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 Wednesday, February 27, 2013, 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: March 4, 2013 C;UCAMONGA To: Rancho Cucamonga Library Foundation r-ti From: Robert Karatsu, Library Director Subject: TREASURER'S REPORT— DECEMBER, 2012 ' 1 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH December 2012 BALANCE REVENUES EXPENDITURES BALANCE FUND General $95,868.48 $2,859.00 ($15,654.27) $83.073.21 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 Play & Learn IslandSTA° ($37,270.00) ($37,270.00) 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 $1,188,926.00 $2,859.00 ($15,654.27) $1.176,130.73 LAIF Account $1,170,374.49 Transferred to LAIF Account $0.00 LAIF Interest $0.00 Union Bank Account $6,956.24 Outstanding Check $1,200.00 Total Library Foundation Holdings: $1,176,130.73 Revenues: $2,859.00 Rental Payment $ 900.00 General Fund A December to Remember Raffle $ 395.00 General Fund TREASURER'S REPORT-DECEMBER,2012 PAGE 2 MARCH 4,2013 Donation — Soroptimist International of Baldy View $ 500.00 General Fund Donation — Brett & Kris Swaim $ 500.00 General Fund Donation —Tradecom International $ 500.00 General Fund PAB Donation Box $ 64.00 General Fund Expenditures: $15,654.27 Faust Media Services (2013 Calendars) $ 13,169.77 General Fund Christopher Denny (ADR) $ 1,200.00 General Fund Vivian Garcia (Refreshments ADR) $ 39.99 General Fund Impressions Gourmet Catering $ 1,244.51 General Fund 5 Rancho Cucamonga Public Library Foundation CASH REPORT DECEMBER 2012 Beginning Balance $1,188,926.00 LAIF Interest Earned - Deposits 12/3/2012 900.00 12/6/2012 500.00 12/18/2012 1,459.00 2,859.00 Less Checks #10106 (13,169.77) #10107 (1,200.00) #10108 (1,244.51) #10109 (39.99) (15,654.27) Ending Balance $ 1,176,130.73 Union Bank, Statement Ending Balance $ 6,956.24 Less Outstanding Checks #10107 (1,200.00) Deposits in Transit Investments - LAIF 1,170,374.49 Adjusted Bank Balance $ 1,176,130.73 6 4Q4 G G X14 Page 1 of 2 UnlonBank Q[' �(y'CH Q UK b 4 a RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number's UNION BANK 12/01/12-12/31/12 GOVERNMENT SERVICES- SOUTH 0274 POST OFFICE BOX 513840 Customer Inquiries 800-798-6466 LOS ANGELES CA 90051-3640 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P O BOX 807 RANCHO CUCAMONGA CA 91729 0 Effective 11112013,non-interest checking account and IOLTA(interest on Lawyers Trust Account)balances will no longer receive unlimited deposit Insurance coverage, but will be FDIC-insured to the legal maximum of$250,000 for each ownership category.For more Information,please visit http:7/www.fdic.gov/deposit/ deposits/untimited/expiration.html. Public Fund Checking Summary Account.Number:IONSINIMI&w Days in statement period:Days In statement period:31 Balance on 1211 $ 21,821.51 Total Credits 2,859.00 Deposits (3) 2,859.00 Total Debits -17,724.27 Checks paid(4) -17,724.27 Balance on 12/31 $ 6,956.24 CREDITS Deposits including check and cash credits Date Description/Location Reference Amount 1216 CCV DEPOSIT SEQ#12061CO920 A-0000000001 S 90221717 $ 900.00 12/11 UNENCODED COURIER DEPOSIT 45204642 500.00✓ 12/19 CARRIER DEPOSIT 47913908 1,459.00, 3 Deposits Total $ 2,859.00 DEBITS Check Paid Number Date Amount Number Date Amount 10105 1214 3,270.00 10108' 12/24 1,244.51 ' 10106 12/7 13,169.77 10109 12/24 39.99 4 Checks paid Total $ 17,724.27 Checks missing In sequence.Out of sequence check numbers may also be located In the Electronic Debits section of your statement. Daily Ledger Balance Date .Ledger Balance Date Ledger Balance 12/1-12/3 $ 21,821.51 12/11-12/18 $ 6;781.74 12/4-12/5 18,551.51 12/19-12/23 8,240.74 7 Page 2 of 2 RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number:INNINIINS6 12/01/12- 12/31/12 Daily Ledger Balance Date Ledger Balance Date Ledger Balance 12/6 19,451.51 12124-12/31 6.956.24 12/7-12/10 6;281.74 s LAIF Regular Monthly Statement Page 1 of 1 Local Agency Investment Fund P.O. Box 942809 www.treasurer.ca.eov/nmia Sacramento,CA 942094001 4aif (916)653-3001 January 08,2013 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER PMIA AveraaeMonthly Vields 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 Account Number: &ONEW, Tran Type Definitions December 2012 Statement Account Summary Total Deposit: 0.00 Beginning Balance: 1,170,374.49 Total Withdrawal: 0.00 Ending Balance: 1,170,374.49 https://Iaifins.treasurer.ca.gov/RegtilarStatement.aspx 1/8/2013 9 STAFF REPORT - LIBRARY SERVICES DEPARTMENT RANCHO Date: March 4, 2013 CUCAMONGA To: Rancho Cucamonga Library Foundation �. From: Robert Karatsu, Library Director Subject: TREASURER'S REPORT—JANUARY, 2013 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH January 2013 BALANCE REVENUES EXPENDITURES BALANCE FUND General $83.073.21 $13.055.94 $96.129.15 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 Play & Learn IslandJm ($37,270.00) $1,000.00 ($36.270.00) Lola A. LiveseV Trust Account $218.801.97 $218,801.97 Operating Reserve Fund5$ .000.005$ .000.00 Unallocated Funds $759,000.00 $759.000.00 TOTAL $1.176.130.73 $14,055.94 $0.00 $1.190.186.67 LAIF Account $1,170,374.49 Transferred to LAW Account $0.00 LAIF Interest $949.45 Union Bank Account $18,862.73 Outstanding Check $0.00 Total Library Foundation Holdings: $1,190,186.67 Revenues: $14,055.94 Rental Payment $ 900.00 General Fund A December to Remember Tickets $ 10,220.00 General Fund 10 TREASURER'S REPORT JANUARY,2013 PAGE 2 MARCH 4,2013 Donation — DC Connect $ 250.00 General Fund A December to Remember Donations $ 515.00 General Fund Archibald Donation Box $ 200.00 General Fund PAB Donation Box $ 21.49 General Fund Transfer $ 1,000.00 General Fund LAIF Interest $ 949.45 General Fund 11 Rancho Cucamonga Public Library Foundation CASH REPORT JANUARY 2013 Beginning Balance $1,176,130.73 LAIF Interest Earned 949.45 Deposits 1/8/2013 515.00 1/8/2013 21.49 1/10/2013 900.00 1/16/2013 250.00 1/17/2013 10,220.00 1/22/2013 200.00 12,106.49 Transfers 1/24/2013 1,000.00 Less Checks Ending Balance $ 1,190,186.67 Union Bank, Statement Ending Balance $ 18,862.73 Less Outstanding Checks - Deposits in Transit Investments - LAIF 1,171,323.94 Adjusted Bank Balance $ 1,190,186.67 12 Unioo�Bank STATEMENT Page I of 2 OF ACCOUNTS RANCHO CUCAMONGA PUBLIC UBRAR H UNION BANK Statement Number. GOVERNMENT SERVICES- .SOUTH 0274 1/1/131/31/13 POST OFFICE .BOX 513840 LOS ANGELES CA 90051-3840 Customer Inquiries 800.798.6466 Thank you for banking with us since 2008 CY30M 110000 0002746005481 316255 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P 0 BOX 807 RANCHO CUCAMONGA CA 9.1729 ■ Effective 1/1/2013,non-interest checking account and 1017A (Interest on Lawyers Trust Account) . balances will no longer receive unlimited deposit insurance coverage, but will be.FDIC-insured to the legal maximum of$250,000 for each ownership category. For more information,please visit h LLp://www.fdic.gov/deposi I/deposi is/un Iimi ted/expiration.him I. PUBLIC FUND CHECKING SUMMARY Account NumbervNINVINJI116 Days in statement period: 31 Beginning balance on 1/1 $ 6,956.24 Total Credits 13,106.49 Deposils ( 6( 12,106.49 Electronic credits ( 1 1,000.00 Total Debits -1,200.00 Checks paid 11 ( -1,200.00 Ending Balance on 1/31 $ 18,B62.73 CREDITS Deposits including check Dot. Description ReLerence Amovnl and cash credits 1/9 UNENCODED COURIER DEPOSIT 46432537 $ 21.49' 1/9 UNENCODED COURIER DEPOSIT 46432519 515.002 1/14 CCV DEPOSIT SEW 011AJ83880 A-00000000015 90222656 900.00�. 1/17 UNENCODED COURIER DEPOSIT 47773399 250.00 1/22 CCV DEPOSIT SEW 01.22183090 A-00000000015 90222985 200.00 '' 1/23 UNENCODED COURIER DEPOSIT 47929792 10.220.00'' 6 Deposits Total amount $ 12,106.49 Electronic credits Dal. De criplm n Relemnce Amovnl 1/24 CASH MANAGEMENT BKTRANSFER 93090459 $ 1,000.00 DEBITS Checks paid Number Dole Amount Numbar Dale Amounl Number Date Amount 10107 1/3 $ 1,200.00 DAILY LEDGER BALANCE Dale Ledger 8alanro Dole Lanae,Balance Dale Ledger Botance 1/1.1/2 $ 6,956.24 1/14.1/16 $ 7,192.73 1/23 $ 17;862.73 1/3.1/8 5,756.24 1/17.1/21 7,442.73 1/24.1/31 18,862.73 € 1/9-1/13 6,292.73 1/22 7,642,73 IL /� r t.11X FSC Pen,ham N FS— n,nnmlH33Ba 1tD2S ., FSa•a10]]BO 13 Page 2 a[2 UnIonBank StuiementNumber. H 1/1/13-1/31/13 r C 11O•nucnoaw:onv.iwucumuniWaR�l�� - 010107 va — .uwewweuR"'aunm Ppm 9±ih°Lor Dat-I s I,woe�w re. itl4lr 1r.ijrmnn4 _ � ea 1a 10ir 4t2200a496E 2740a244FW O C 0 MIX Fye O002741-005482 FSC FS!7=3300 14 LAI'F Regular Monthly Statement Page 1 of 1 -Local Agency Investment Fund www.treasureeca.t ovlomiaia P.O.Box 942809 n Sacramento,CA 94209-0001 February 07, (916)653-3001 2013 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION TREASURER PMIA.Averaee Monthly Yields 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 Account Number: Tran Tvpe Definitions January 2013 Statement Effective Transaction Tran Confirm Date Date Type Number Authorized Caller Amount 1/15/2013 1/14/2013 QRD 1386155 SYSTEM 949.45 Account Summary Total Deposit: 949.45 Beginning Balance: 1,170,374.49 Total Withdrawal: 0.00 Ending Balance: 1,171,323.94 https://laifms.treasttrer.ca.gov/RegularStatement.aspx 2/7/2013 5 STAFF REPORT - ` - LIBRARY SERVICES DEPARTMENT RANCHO Date: March 4, 2013 C,'UCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meeting of February 4, 2013. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular meeting of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Respectfully submitted, Robert Karatsu Library Director 16 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,February 4,2013,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 6:05 p.m. Present were Members Amsler, Davies, Gilfry, Gonzalez, May, Nelson, Soehnel and Sommer. Also present were Lori Sassoon,Deputy City Manager for Administrative Services,Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director and Vivian Garcia Administrative Secretary, were present. B. ANNOUNCEMENTS/PRESENTATIONS B1. Update regarding Landscape Maintenance District 2. Oral presentation by Deputy City Manager for Administrative Services Lori Sassoon. Deputy City Manager for Administrative Services Lori Sassoon presented an oral presentation on Landscape Maintenance District 2 to the Board. Members Akahoshi and White arrived at 6:07 p.m. President Leal arrive at 6:10 p.m. C. CONSENT CALENDAR Cl. Approval of Library Foundation Treasurer's Report: November and December, 2012. MOTION: Moved by Member Davies to approve the Treasurer's Reports for November and December, 2012, seconded by Member Amsler, motion carried, 11-0-1 (with Vilardo absent). C2. Approval of Minutes: December 3, 2012 and January 7, 2013. MOTION: Moved by Member Akahoshi to approve the minutes, seconded by Member Sommer, motion carried, 11-0-1 (with Vilardo absent). 17 Library Foundation Board Minutes February 4, 2012 Page 2 D. LIBRARY DIRECTOR'S STAFF REPORTS D1. Library Status Update: Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director, stated that staff had been working on the Board Insurance for the Members and the Library Foundation tax returns for 2012. He reviewed with the Members the presentation on the Active Shooter Program which will be on Thursday, February 7, at 6 p.m. in the Council Chambers at the Library Board of Trustees meeting. Library Director Karatsu stated that Member Nelson had been helping staff with a grant proposal to Southern California Edison. Michelle Perera, Assistant Library Director, reviewed the "Live and Learn" classes which were sponsored by the Foundation as part of the Staff Innovation Fund with the Members. Assistant Library Director Michelle Perera thanked the Members that attended the Big Read kick-off for "The Great Gatsby" on Friday, January 25. She reviewed the events for the Black History Cultural Arts Night which will be this Friday, February 8, starting at 7 p.m. at the Biane Library. Staff has tickets with them this evening for anyone that would like them. Assistant Library Director Michelle Perera presented an oral report to the Board on the Play and Learn IslandsTM pitch process with the State Library. Michelle Perera, Assistant Library Director,reviewed with the Members the Staff Innovation Fund Pilot Project with the State Library. She thanked Renee Tobin,Principal Librarian,with her help on the Project. E. BOARD BUSINESS E1. Debrief of December 16, 2012, holiday fundraising event, "A December to Remember." Discussion led by Assistant Library Director Michelle Perera. Assistant Library Director Perera presented an oral report and reviewed a list of donors and detailed financial breakdown of revenues and expenses. E2. Update on 2013 Library Annual Calendar distribution. Discussion led by Assistant Library Director Michelle Perera and Vice President Akahoshi. Vice President Akahoshi reviewed the 2013 Calendar distribution with the Members. 18 Library Foundation Board Minutes February 4, 2012 Page 3 E3. Update on ad hoc sub-committees. Discussion led by President Leal President Leal will send an updated ad hoc sub-committee list to the Members. F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING Fl. Status of 2013 Library Telethon G. COMMUNICATIONS FROM THE PUBLIC None were presented. H. ADJOURNMENT MOTION: Moved by Member Sommer to adjourn to Monday, March 4, seconded by Member Akahoshi, motion carried, 11-0-1 (with Vilardo absent). The meeting adjourned at 6:55 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: 19 Board shall be fully protected in acting upon any instrument, certificate, or paper, believed by him/her to be genuine and to be signed or presented by the proper person or persons and no Investment Trustee or member of the Board shall be under any duty to make any investigation or inquiry as to any statement contained in any such writing but may accept the same as conclusive evidence of the truth and accuracy of the statement therein contained. SECTION 9. COMPENSATION AND EXPENSES Compensation. The Board of Directors shall serve without compensation in pursuit of their regular duties. However,Directors and members of committees may receive compensation,if any,for their services and such reimbursement of expenses, as may be determined by resolution of the Board of Directors to be just and reasonable. ARTICLE VI - OFFICERS SECTION 1. NUMBER OF OFFICERS The Board shall elect a President, Vice President and a Secretary at the annual meeting. The President may appoint officers if an office becomes vacant prior to the annual meeting. SECTION 2. TERM OF OFFICE Their terms of office are one year. Officers may serve additional terms if voted upon by a supermajority of the members. &r- only twe eenseeutive t,......, yeaf foust pass before Direeter may again assuffie the same FWPAee. SECTION 3. REMOVAL OF OFFICERS Officers may be removed from office with or without cause by a majority of the Foundation Board at any meeting. SECTION 4. DUTIES OF THE PRESIDENT The President shall preside at all meetings of the Board and have responsibility for general supervision of its activities. The President,with assistance from the Library Director and the Investment Trustee,shall present a budget for approval of the Board at the annual meeting. SECTION 5. DUTIES OF THE VICE PRESIDENT The Vice President shall preside at meetings in the absence of the President. 5 20