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Home My WebLink About13/04/01 (Canceled) Library Foundation Board 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,April 1, 2013, 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 due to a lack of a quorum. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: May 6, 2013 LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Monday 6:00 p.m. April 1, 2013 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 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 a7, aoB , at 12M , I posted a true and correct copy of the Library Foundation Board meeting a ends dated l a0L3 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 3—a7—l3 at Rancho Cucamonga. City of Rancho Cucamonga Y l By: t' '&' - Vivian Garcia Senior Administrative Secretary City of Rancho Cucamonga LIBRARY FOUNDATION BOARD AGENDA APRIL 1, 2013 1 RANCHO CUCAMONGA 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: February 4 2013. 2. Approval of Minutes: March 4, 2013. 9 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 potential new members. Discussion led by President Leal. 2. Discussion of potential by-laws revision. Discussion led by 14 President Leal. Revision attached. 3. Discussion of 2014 Library Telethon. Discussion led by President Leal. 2 LIBRARY FOUNDATION BOARD AGENDA APRIL 1, 2013 2 RANCHO CUCAMONGA 4. Discussion of potential fundraising events (including Tour de 15 Fork and Holiday 2014 event). Discussion led by President Leal. Tour de Fork event information attached. 5. Review of Foundation meeting dates (including Executive 16 Committee meetings). Discussion led by President Leal. Proposed dates attached. 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 Wednesday, March 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 J RANCHO Date: April 1, 2013 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director- Subject: TREASURER'S REPORT— FEBRUARY, 2013 CASH REPORT BEGINNING MTD MTD ENDING CASH CASH February 2013 BALANCE REVENUES EXPENDITURES BALANCE FUND General $96,129.15 $1,072.00 78.19 $97.122.96 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 $19,400.55 Greg &Terri Jacobs- Literacy5$ 000.00 $5,000.00 Play & Learn IslandsTM ($36,270.00) ($36,270.00) 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 $1,190,186.67 $1,072.00 ($78.19) $1,191,180.48 LAIF Account $1,171,323.94 Transferred to LAIF Account $0.00 LAIF Interest $0.00 Union Bank Account $19,924.73 Outstanding Checks $68.19 Total Library Foundation Holdings: $1,191,180.48 Revenues: $1,072 Rental Payment $ 900.00 General Fund Great Gatsby Books $ 112.00 General Fund 4 TREASURER'S REPORT-FEBRUARY,2013 PAGE 2 APRIL 1,2013 PAB Donation Box $ 60.00 General Fund Expenditures: $78.19 Franchise Tax Board —Annual Return $ 10.00 General Fund Attorney General's Registry — Fee Report $ 25.00 General Fund Michelle Perera (Reimbursement Gift ADR) $ 43.19 General Fund 5 Rancho Cucamonga Public Library Foundation CASH REPORT FEBRUARY 2013 Beginning Balance $1,190,186.67 LAIF Interest Earned - Deposits 2/6/2013 900.00 2/25/2013 112.00 2/28/2013 60.00 1,072.00 Transfers - Less Checks #010110 (43.19) #010111 (10.00) #010112 (25.00) (78.19) Ending Balance $ 1,191,180.48 Union Bank, Statement Ending Balance $ 19,924.73 Less Outstanding Checks #010110 (43.19) #010112 (25.00) Deposits in Transit Investments - LAIF 1,171,323.94 Adjusted Bank Balance $ 1,191,180.48 6 Pagel of UnlonBank ®� ��OCE lum TNT a RANCHO CUCAMONGA PUBLIC LIBRARY Statement Number 02/01/13-02/28/18 UNION BANK GOVERNMENT SERVICES- SOUTH 0274 POST OFFICE BOX -.513840 Customer Inquiries 800-798-6466 LOS ANGELES CA 90051-3840 Thank you for banking with us since 2008 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION P 0 BOX 807 RANCHO CUCAMONGA CA 91729 ■ Conveniently access account information and key online services using your'smartphone with Union Bank's Mobile Business Center without enrollment through the Online Business Center.Check balances, initiate transfers, approve wires securely, manage stops, and view and make decisions on Positive Pay exceptions wherever you have mobile Internet service:-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:28 Balance on 211 $ 18,862.73 Total Credits 1,072.00 Deposits(3) 1,072.00 Total Debits .10.00 Checks paid (1) -10.00 Balance on 2/28 $ 19,924.73 CREDITS Deposits including check and cash credits Date Description/Location Reference Amount 216 CCVDEPOSIT SEQ#0206ES1430A-0000000001S 90220860 $ 900.001, 2/25 CCVDEPOSIT SEQ#0225MG1210A-00000000015 90224549 112.00' 2128 CCV DEPOSIT SEQ#0228TV1080 A-00000000005 90222803 60.00/ 3 Deposits Total $ 1,072.00 DEBITS Check Paid Number Date Amount Number Date Amount 10111 2/20 10.00-" Daily Ledger Balance Date Ledger Balance Date Ledger Balance 2/1-2/5 $ 18,862.73- 2/25-2/27 $ 19,864.73 2/6-2/19 19,762.73 2128 19,924.73 2/20-2/24 19,752.73 7 LAIF Regular Monthly Statement Page 1 of 1 Local Agency Investment Fund P.O.Box 942809 www.treasurer.ca.eov/nmia-lail Sacramento,CA 94209-0001 March 05,2013 (916)653-3001 RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION PMIA Averaee Monthly Yields TREASURER 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA,CA 91729 Account Number: Tran Type Definitions February 2013 Statement Account Summary Total Deposit: 0.00 Beginning Balance: 1,171,323.94 Total Withdrawal: 0.00 Ending Balance: 1,171,323.94 https://Iaifins.treastirer.ca.gov/RegLilarStatement.aspx 3/5/2013 S STAFF REPORT - - LIBRARY SERVICES DEPARTMENT RANCHO Date: April 1, 2013 CUCAMONGA To: Rancho Cucamonga Library Foundation From: Robert Karatsu, Library Director Subject: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meeting of March 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 9 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,March 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 6:04 p.m. Present were Members Akahoshi, Amsler, Davies, Gilfry, Leal, May, Nelson, Soehnel and White. Also present were Robert Karatsu, Library Director and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of Library Foundation Treasurer's Report: December, 2012 and January, 2013. MOTION: Moved by Member Davies to approve the Treasurer's Reports for December,2012 and January, 2013, seconded by Member May, motion carried, 9-0-3 (with Gonzalez, Sommer and Vilardo absent). B2. Approval of Minutes: February 4, 2013. MOTION: Moved by Member Amsler to approve the minutes,seconded by Member Gilfry,motion carried, 9-0-3 (with Gonzalez, Sommer and Vilardo absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Update: Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director, stated that staff had been working on the Library Foundation tax returns for 2012 and would have to pay a late fee on the return before the fee could be appealed. He reviewed the Black History Cultural Arts Night event with the Members. He stated that there were only approximately 250 in attendees due to rain that evening. Library Director Karatsu stated the Assistant Library Director Perera was in Pasadena with the Staff Innovation Fund Workshop. 10 Library Foundation Board Minutes March 4, 2012 Page 2 Library Director Karatsu reviewed the renewable energy Play and Learn Island TM with the Board. The PAL will be on display at a special Council meeting on March 11. D. BOARD BUSINESS D1. 2013 National Medal Award Finalist. Discussion led by Library Director Robert Karatsu. Library Director Karatsu stated that the Rancho Cucamonga Public Library has been named a finalist for the 2013 National Medal Award for Museums and Libraries. The National Medal,administered by the Institute for Museums and Library Services(IMLS)is the highest honor that can be conferred by the United States government to a library or a museum "that make significant and exceptional contributions to their communities." The announcement of winner will be on April 23. D2. Discussion of potential new members. Discussion led by President Leal. President Leal asked if Members had any suggestions or ideas for potential new Members for the Library Foundation Board. She stated that information will be posted on Channel 3, the city's website and the Foundation Facebook page. Member Nelson stated that a personal invitation works well in recruiting. He also suggested approaching the businesses and donors that have been sponsors for events. Member Gonzalez arrived at 6:21 p.m. President Leal requested Members to send her any suggestions or ideas prior to the Executive meeting which is scheduled for March 25, 2013. D3. Discussion of potential by-laws revision. Discussion led by President Leal. Revision attached. President Leal reviewed page 20 regarding a change of wording in the Bylaws. Member Amsler requested review of the attendance requirements. Members will review and the item will return to the next meeting. D4. Discussion of 2013 Library Telethon. Discussion led by President Leal. 11 Library Foundation Board Minutes March 4, 2012 Page 3 President Leal stated that due to lack of availability of a production company, the dates of April, 2013 would not work for the Telethon. In reviewing availability of the Cultural Center, the next available date is February 28 through March 2, 2014. Member Gilfry asked if there might be other dates available in 2014. Library staff will check to see if other dates are available. D5. Update on ad hoc sub-committees. Discussion led by President Leal. Member Davies and Member Soehnel presented at the Chaffey College Board meeting the 2013 Annual Calendar. President Leal stated that there will be a new page to the Foundation page tomorrow,March 5,2013. She asked Members to invite Friends to the new page. Member Gonzalez stated that a sponsorship list is being compiled and reviewed at this time. At the next meeting, a list should be completed. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Bylaws update E2. Telethon E3. Foundation Facebook page E4. New Members E5. Other Events F. COMMUNICATIONS FROM THE PUBLIC None were presented. 12 Library Foundation Board Minutes March 4, 2012 Page 4 G. ADJOURNMENT MOTION: Moved by Member Nelson to adjourn to Monday, April 1, seconded by Member Akahoshi, motion carried, 10-0-2(with Sommer and Vilardo absent). The meeting adjourned at 6:51 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Vivian Garcia Administrative Secretary Approved: 13 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. `- eftl y twe eenseetttive tenns. One year initst pass be f _e a 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 14 (0 VICTORIA GARDENS Tour de Fork June 20, 2013 6pm-8pm "Tour de Fork" is a tasting event held at Victoria Gardens and created to highlight dining destinations within the shopping center and the city of Rancho Cucamonga. The first annual "Tour de Fork" will benefit three non-profit organizations within the Inland Empire. The selected non-profit agencies will be responsible for selling all tickets to the event. 100%of the proceeds from ticket sales will benefit these organizations. • VG restaurants will be invited to showcase their food and offer tastings to event ticket holders. • 4 wineries will be invited to showcase their wines. • 4 craft breweries will be invited to showcase their craft beers. • Ticket price will be $50 per person o Each ticket will entitle the guest to food tastings and 5 alcohol beverages. o Tickets are limited to 500 guests. • No money transactions will take place the day of the event. Victoria Gardens • Will be responsible for planning, funding and executing the event. • Will create marketing collateral for the event. • Will solicit all restaurant, wineries and breweries for the event. o Restaurants within Victoria Gardens will be invited to participate first. Based on their participation, Victoria Gardens will reach out to outside restaurants. Non-profit Responsibilities • Will be responsible for selling tickets to the event beginning April. • All money will be collected by the non-profit before the event date. • Will provide volunteers for the event. Volunteers will be used for guest check-in. 15 Library Foundation Board Meeting Dates-2013-14 Exec. Committee Dates(Monday prior)-2013-14 Monday, April 01, 2013 Monday, March 25, 2013 Monday, May 6,2013 Monday,April 29, 2013 Monday,June 3, 2013 Tuesday, May 28, 2013 Monday,July 1, 2013 (dark) Monday,August 5, 2013 Monday,July 9, 2013 Monday, September 16, 2013 (dark) Monday, October 7, 2013 Monday,September 30, 2013 Monday, November 4, 2013 Monday, October 28, 2013 Monday, December 2, 2013 (dark) Monday,January 6, 2014 Monday, December 30, 2013 Monday, Februrary 3, 2014 Monday,January 27, 2014 Monday, March 3, 2014 Monday, Februrary 24, 2014 Monday, April 7, 2014 Monday, March 31, 2014 Monday, May 5, 2014 Monday,April 28, 2014 Monday,June 2, 2014 Monday, May 27, 2014 Monday,July 7, 2014 (dark) Monday,August 4, 2014 Monday,July 28, 2014 Monday, September 1, 2014(dark) Monday, October 6, 2014 Monday,September 29, 2014 Monday, November 3, 2014 Monday, October 27, 2014 Monday, December 1, 2014(dark) Monday, November 24, 2014 i Q7