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HomeMy WebLinkAbout2019/01/07 - Agenda Packet - Library Foundation Board J ANUARY 7,2019 L IBRARY F OUNDATION B OARD A GENDA P AUL A.B IANE L IBRARY S ECOND S TORY E XHIBIT S PACE 12505C ULTURAL C ENTER D RIVE R ANCHO C UCAMONGA,C ALIFORNIA A.6:00 P.M.–C ALL TO O RDER Roll Call: Board Member, Jennifer Hufnagel___ President, David Gonzalez___ Board Member, Tim Johnson___ Vice President, Teresa Akahoshi___ Board Member, Ruth Leal___ Secretary, Tina Gilfry ___ Board Member, Laurel Rice___ Board Member, Noelia Chapa___ Board Member, Heidi Soehnel ___ Board Member, Pam Easter___ B.P UBLIC C OMMUNICATIONS This is the time and place for the general public to address the Library Foundation Board on any item listed on the agenda. State law prohibits the Library Foundation Board from addressing any issue not previously included on the Agenda. The Board may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Chair, depending upon the number of individualMembers of the audience. This is a professional businessmeeting and courtesy and decorum are expected. Please refrain from any debate between audience and speaker, making loud noises or engaging in any activity which might be disruptive to the decorum of themeeting. C.C ONSENT C ALENDAR 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. C1.Consideration to approve the Minutes of December 3, 2018. C2.Consideration to approve Library Foundation Treasurer’s Report of November2018. D.D IRECTOR’S S TAFF R EPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. J ANUARY 7,2019 L IBRARY F OUNDATION B OARD A GENDA D1.Consideration and discussion regardingthe Library Status. The oral report will be presented by Julie A. Sowles, Library Director. D2.Consideration and discussion regarding Children’s Services, Adult Services and Library Programming. The oral report will be presented by Brian Sternberg, Assistant Library Director. E.B OARD B USINESS 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. E1.Consideration and discussion regarding Second StoryFundraising. The Staff Report will be presented by Dianna Lee, Community Partnerships Coordinator. E2.LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by Mary Hannah. E3.SUB-COMMITTEE UPDATES. E4.BOARDMEMBER ANNOUNCEMENTS.(Comments to be limited to three minutes per Board Member.) F.I DENTIFICATION OF I TEMS FOR THE N EXT M EETING This is the time for the 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.A DJOURNMENT I, Jennifer Palacios, 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 day, Friday, January 04, 2019, seventy-two (72) hours prior to the meeting perGovernment Code 54954.2 at 10500 Civic Center Drive. Jennifer Palacios Library Executive AssistantII City of Rancho Cucamonga Page 2 of 3 J ANUARY 7,2019 L IBRARY F OUNDATION B OARD A GENDA Mission Statement The Rancho Cucamonga Library Foundation supports the Rancho Cucamonga Public Library's innovative programs and services. We believe the Library is the cornerstone of lifelong learning throughout our community and region by transforming knowledge, imagination, and discovery. If you need special assistance or accommodations to participate in this meeting, please contact the Library at (909) 477-2720. Notification of 48 hours prior to the meeting will enable the Cityto make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired. Page 3 of 3 LIBRARY FOUNDATON BOARD STAFF REPORT DATE:January 7, 2019 Rancho Cucamonga Library Foundation Board TO: FROM:Julie A. Sowles, Library Director SUBJECT:APPROVALOF MINUTES RECOMMENDATION: Staff recommends theLibraryFoundationBoard toapprovetheminutesofDecember 3,2018. BACKGROUND: Attached,pleasefindtheminutesfortheLibraryFoundationBoardtaken and compiled by ExecutiveAssistant, Jennifer Palacios. ANALYSIS: None. FISCAL IMPACT: None. COUNCIL GOAL(S)ADDRESSED: Not Applicable ATTACHMENT(S): December 3,2018 Minutes Page1of1 CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD RegularMeeting A.CALL TO ORDER The meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday, December 3, 2018, in the Second Story Exhibit Space,located at 12505 Cultural CenterDrive, Rancho Cucamonga, California. The meeting was called to order at 6:06 p.m. Presentwere Members Akahoshi, Chapa, Easter, Gilfry, Gonzalez, Hufnagel, Johnson, Rice, Scottand Soehnel. Also present were Mary Hannah, Library Foundation Board Liaison,Julie A. Sowles, Library Director, Brian Sternberg, Assistant Library Directorand Jennifer Palacios, Executive Assistant. ****** B.COMMUNICATIONS FROM THE PUBLIC None were presented. ****** C.CONSENT CALENDAR C1.Consideration to approve Minutes of November 5, 2018. MOTION: Moved by Member Johnsonto approvethe minutes ofNovember 5, 2018, seconded by Member Easter, motion carried, 10-0-1 (with Lealabsent). C2.Consideration to approve Library Foundation Treasurer’s Report of October2018. MOTION: Moved by Member Johnsonto approve the Library Foundation Treasurer’s Report of October2018, seconded by Member Easter, motion carried, 10-0-1 (with Leal absent). ****** D.LIBRARY DIRECTOR’S STAFF REPORTS D1.Consideration and discussion regarding the Library Status. The oral report will be presented by Julie Sowles, Library Director. Julie A. Sowles, Library Director, reported onNovember 9-11, 2018 herself and Margaret Hatanaka, Adult Services Supervisor, attended the annual CLA conference. Ruth Leal, Board Member arrived at 6:12p.m. Library Director Sowles reported on November 17, 2018 the Archibald Library held the Together We Read event which featured arts and crafts from the popular children’s books by Mo Willems. Julie A. Sowles, Library Director,reportedon November 21, 2018 the City Council appointed Kristen Murrieta-Morales as our new Library Board of Trustees Member. Library Foundation Board Minutes December 3, 2018 Page2 Library Director Sowles stated onNovember 27, 2018 the Animal Center held aretirement fundraiser luncheonforCouncilMember Bill Alexander, which raised $1,000.00. Julie A. Sowles, Library Director, stated the City held their annual holiday party on December1,2018 and the Library had two nominees awarded. Christina Olmeda, Library Technician, received the Employee of the Year, Golden Grape Award and Jessica King, Library Assistant, received the Individual Achievement, Vine Award. Library Director Sowles stated today, December , 2018 was Council Member Diane Williams retirementfundraising eventheld on the Second Story of the Biane Libraryand the event raised over $5,000.00towards the Second Story Campaign. Julie A. Sowles, Library Director, stated December 19, 2018 at the City Council meeting, Board Members, Teresa Akahoshi,Tina Gilfryand Ruth Leal will be recognized for their milestone service with the City. Tina Gilfrywill have her Caryn Cougar Chorusperformingholiday songs, the announcement of the million-dollardonor for the Second Story Campaignand Kristine Scott to be sworn in as the new CouncilMember for District 2. Library Director Sowlesstated Librarians Carol Durkel and Casey Marcarello will be retiring by the end of themonth. The Library will be hosting a retirement potluck in their honor on December18, 2018 and encouraged the Board Members whoworked with them to attend. D2.Consideration and discussion regarding Children’s Services, Adult Services and Library Programming.The oralreport willbe presented by Brian Sternberg, Assistant Library Director. Brian Sternberg, Assistant Library Director,stated the Teen Advisory Group (TAG) has grown to over 20 members since the first launch of the program back on July 19, 2018 when there was only 3 members. It could not have been possible without Young Adult Services Librarian, Brittany Garcia and Young Adult ServicesLibrary Technician, Janet Monterrosa. The TAG team meets the third Thursday of every month and comes up with ideas for teen programs and displays in the Library. The advisory group is for teens ages 12 to 17 years of age, teens 14 to 17 years old are eligible to receive volunteer hours when attending the meetings. Assistant Library DirectorSternberg reported the Archibald Library will be hosting a Winter Fun Storytime on December 15, 2018 in the Story Theater. The theme is surrounded around all things winter. Brian Sternberg, Assistant Library Director,reported the Second Story will be holding two more ReadyOpen Play events on December 4and December 8, 2018. The last two Ready Open Play eventson November 30andDecember 1, 2018, were a success. AssistantLibraryDirectorSternbergreportedalsoontheSecondStory,ProActiveParenting, EarlySpeechStrategies contract classwillbe held on December 15, 2018. ****** E.BOARD BUSINESS E1.Consideration and discussion ofthe Strategic Planning schedulefor dates in January 2019. Discussion lead by Noelia Chapa, Board Member.Continued from September 10, 2018. Library Foundation Board Minutes December 3, 2018 Page 3 Noelia Chapa,Board Member, discussed with the new Board Members about the Board getting together for a half day to review the Strategic Plan and available dates. Ruth Leal, Board Member volunteered to put together a Doodle Poll and send dates to the Board. E2.Election of Rancho Cucamonga Library Foundation Board’s President. Kristine Scott, President, stated with her new role as a City Council Member for District 2 she is no longer able to serve on the Library Foundation Boardand her role needs to be filled by another Board Member until the end of her term, June 30, 2019.President Scott opened the floor for nominations. Board Member Leal nominated Vice President David Gonzales as President. Tina Gilfry, Secretary seconded the nomination of Vice President Gonzalez as President. Pam Easter, Board Member third the nomination of Vice President Gonzalez as President. President Scott nominated Board Member Teresa Akahoshias Vice President. Tim Johnson Secondedthe nomination of Board Member Akahoshi as Vice President. The Board discussed and agreed with the nominations. MOTION: Moved by Member Leal to approve David Gonzalez as President of the Library Foundation Board, seconded by Member Gilfry. Motion carried11-0-0. MOTION: Moved by MemberScott to approve Teresa Akahoshi as Vice President of the Library Foundation Board, seconded by Member Johnson. Motion carried11-0-0. E3. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report presented by Mary Hannah. Mary Hannah, Library Foundation Board Liaison, stated the Library Board of Trustees meeting will be on December 6, 2018. Member Hannah will havean update at the Foundation’s January7,2019 meeting. E4. SUB-COMMITTEE UPDATES. Board Member Akahoshi stated the Transition Subcommittee meet with the other two Foundations and looked at software for donations and banking. Library Director Sowles stated they spoke with Union Bank and they agreed to continue to keep the Foundation account and separate, ifthe City continues to bank with Union Bank. Teresa Akahoshi, Board Member, stated the first initial meeting went well and the Foundations collaborated to get information on how to move forward in being independent. Library Foundation Board Minutes December 3, 2018 Page 4 Board Member Akahoshi reminded the Board about the Janice Rutherford Christmas reception on December 13, 2018. The Board agreed to enter in the non-profit competition of baking goods. Member Akahoshi asked the Board to donate funds to support their booth for thecompetition with decorations and baked goodsbecause the funds are not coming out of the Library Foundation Budget. The Board agreed to assist with set-up and funds for the holiday event. A sign-up sheet will be created. President Scott stated the Fundraising Subcommittee will have a spot open for a new Board Member to serve, for those interested. E5. BOARDMEMBER ANNOUNCEMENTS.(Comments to be limited to three minutes per Board Member.) Vice President Gonzalez thanked President Scott for her service as President for the past few years and how grateful he is for herleadership and support to the Foundation Board. President Scott thanked the Board for allowing her to be the President of the Foundation Board and enjoyed the opportunity to work with each Member and values the friendships that were created. Noelia Chapa, Board Member thanked President Scott for her service and hard work on the Foundation Board. ****** F.IDENTIFICATION OF ITEMS FOR THE NEXT MEETING None. ****** G.ADJOURNMENT MOTION: Moved by Member Akahoshito adjourn to Monday, January 7, 2018, seconded by Member Easter, motion carried,11-0-0. The meeting adjourned at 7:07 p.m. Respectfully submitted, Tina Gilfry Secretary, Library Foundation Board Prepared by, Jennifer Palacios, Executive Assistant LIBRARY FOUNDATON BOARD STAFF REPORT DATE:January 7, 2019 Rancho Cucamonga Library Foundation Board TO: FROM:Julie A. Sowles, Library Director SUBJECT:TREASURERREPORT –NOVEMBER2018 CASH REPORTBEGINNINGMTDMTDENDING CASH CASH November, 2018BALANCEREVENUESEXPENDITURESBALANCE FUND General$48,464.63 $1,719.00 -$5,556.39$44,669.24 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$3,565.70 $3,565.70 Play & Learn IslandsTM $108,472.50 $108,472.50 Lola A. Livesey Trust Account$218,801.97 $218,801.97 Innovation Fund$175,000.00 $175,000.00 Moving Forward: Workforce Tech Skills -Edison$12,500.00 $12,500.00 Operating Reserve Fund$5,000.00 $5,000.00 Second Story$85,122.81 $7,634.70 -$54.31$92,661.20 Unallocated Funds$759,000.00 $759,000.00 Page 1 of 2 TREASURERREPORT – NOVEMBER2018 January 7, 2019 Page 2 TOTAL$1,558,453.16 $9,353.70 ($5,610.70)$1,562,196.16 LAIF Account$1,441,018.84 Transferred to LAIF Account LAIF Interest Union Bank Account$121,177.32 Deposits in Transit Less Outstanding Checks Total Library Foundation Holdings:$1,562,196.16 Revenues: $9,353.70 Lewis Apt. 05$ 1,500.00 General Fund Reimbursement$ 42.00 General Fund Guilty Conscious Jar$177.00 General Fund Lions Club$250.00 Second Story Tina Chen$ 7,334.70Second Story -$165.30 PayPal chg. (orig. amt. $7,500) Microsoft/ General Cause Project$ 50.00Second Story Expenditures: $5,610.70 Professional Development/ W. Garcia$ 609.60Flight for Rev Dev & Mgmt School Professional Development/ W. Garcia$ 1,842.74Conf & Hotel for Dev & Mgmt School Special Programs$ 2,894.33Canvas Bags - Fines Free Kickoff event Julie Sowles/ Reimbursement$ 54.31Gilfry/Lewis Event – Water/ Fruit State of CA Business Filing $ 20.00Statement of Information Lewis Apt .05 $73.86Water/ Gas/ Electric – 08/2018 Lewis Apt .05 $ 73.86Water/ Gas/ Eclectic – 09/2018 Nothing Bundt Cakes $ 42.00Deserts for Welcome Celebration Total Holdings$1,562,196.16 Outstanding Library Budget$207,800.00 Second Story Campaign Commitment$ 500,000.00 Available Funds$854,396.16 ATTACHMENT(S): Rancho Cucamonga Public Library Foundation Budget FY2018-2019Budget. Page 2 of 2 LIBRARY FOUNDATION BOARD STAFF REPORT DATE:January 7, 2019 TO:Rancho Cucamonga Library Foundation Board Julie A. Sowles, Library Director FROM: SUBJECT:CONSIDERATION AND DISCUSSION REGARDING SECOND STORY FUNDRAISING RECOMMENDATION: No recommendation.For information only. BACKGROUND: Follow-up contact is on-going with Victoria Gardens, with the hope of havingan update soon. There arethreeprospective donor tours pending: Richards, CORE, and Flynn. If there are additional tours, please get these names to Dianna Lee for coordination. Staff isin the final stages of contract signing with our naming sponsors. It is expected that there will be a fully signed agreement by the end of the month.Fortunately, all parties have committed to a verbal agreementon the contractual termsand Library Staff are working with the city’s legal team to finalize contract language. The December 19, 2018 City Council recognition event went well, and it created a great opportunity to raise awareness of the campaign while celebrating our major milestone in fundraising. As a reminder, if Foundation members have newprospectsin mind, please get these names to Dianna Lee for clearance to avoid any potential conflicts or double asks.Allnew prospectsmust first be clearedwith the City Manager’s Officeto avoid city-wide conflicts. Dianna Lee will be following up with ourthree Foundation teams to discusscultivation approaches for the banking institutions on ourlist. Therewillbeupdates soon. Campaign brochures have been updated to include new Board members. Dianna Lee will be scheduling a Foundation fundraising training for the new Board members which willinclude all the pieces for the Second Story and Beyond capital campaign.If others would like to attend, please inform Dianna Lee. ANALYSIS: None. FISCAL IMPACT: None. Page 1 of 2 COUNCIL GOAL(S) ADDRESSED:(if applicable) None. ATTACHMENT(S): None. Page 2of 2