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Home My WebLink About1996/08/01 - Agenda Packet - Library Board of TrusteesDECLARATION OF POSTING OF AGENDA VIVIAN GARCIA states and declares as follows: I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Library of Rancho Cucamonga. Acting in that capacity, on ., ~2~ , agenda dated Center Drive, , I posted a true and correct copy of the meeting ~ ~/~ at 10500 Civic Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on c.~ , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: ¥ivian Garcia, ~dministrative Secretary City of Rancho Cucamonga LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Thursday 7:00 p.m. August 1, 1996 Storytime Room Rancho Cucamonga Public Library 7368 Archibald Avenue Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Rex Gutierrez, Mayor Pro Tem Paul Biane, Councilmember James V. Curatalo, Councilmember Diane Williams, Councilmember Boardmembers Robert Howdyshell, President Laura J. Muna-Landa, President Pro Tem Rebecca Davies, Boardmember Gina Gregory, Boardmember Edward E. Swistock, Boardmember PAGE Board of Library Trustees Agenda 1 Regular Meeting, August 1, 1996 A. CALL TO ORDER 1. Roll Call: Howdyshell , Davies __., Gregory Muna-Landa , and Swistock __ B. BOARD BUSINESS The following items have been requested by the Board of Library Trustees for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Reports from Committees Telethon: by Staff and Board members Issues to finalize regarding telethon: Name for telethon Time and length of telethon Review of time-line for planning and implementation of telethon How many hours we wish to televise Program content of the telethon Discussion of the use of credit cards for all votes and pledges Dollar amount for sponsorships from Business C. IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Board of Library Trustees 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. D. COMMUNICATIONS FROM TItE PUBLIC This is the time and place for the general public to address the Board of Library Trustees. State law prohibits the Board from addressing any issue not previously included on the Agenda. .~ PAGE ' Board of Library Trustees Agenda 2 Regular Meeting, August 1, 1996 E. ADJOURNMENT I, Vivian Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Friday, July 26, 6:00 p.m., 1996, seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meeting A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, August 1, 1996, in the Storytime Room at the Rancho Cucamonga Public Library located at 7368 Archibald Avenue, Rancho Cucamonga, California. The meeting was called to order at 7:04 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Gregory and Swistock. Also present were: Paul and Diane Williams, Friends of the Library, John Marmerino, Community Foundation, Deborah Clark, Library Manager, Renee Tobin Children's Services Supervisor and Vivian Gareia, Administrative Secretary. B. BOARD BUSINESS B 1. Reports from Committees TELETHON TIME LINE REMOVED FOR DISCUSSION BY PRESIDENT HOWDYSHELL. MOTION: Moved by President Howdyshell, seconded by Boardmember Swistock. Motion carded unanimously, 3-0-2 (with Davies and Muna-Landa absent). DISCUSSION OF ITEM BI. Telethon Time line. Deborah Clark, Library Manager, stated that there will be major tasks to be completed with the time frame by the November 15 date. She reviewed the Telethon time line staff report with the Board. Boardmember Muna-Landa arrived at 7:05 p.m. Deborah Clark, Library Manager, stated staff has not yet received the tax exemption from the State and there is a waiting period of sixty working days. The City is currently recruiting for the Library Foundation Boardmembers and will not close the second application period until August 15. The City has not moved forward on credit card availability due to the department head over Administrative Services leaving and the position not being filled at this time. Because of these time restraints, staff is requesting the Board to change to an April, 1997, date to fit in with the National Library Week. Boardmember Davies arrived at 7:10 p.m. Library Board Minutes August 1, 1996 Page 2 John Mannerino stated that this date is fine with him. He stated that the credit card is absolutely necessary for us to be able to take donations. He stated that the Board needs to check with Bill Anthony first to see if he is available in April. Boardmember Swistock stated that April and National Library Week would tie in well with the Telethon. What is the date for National Library Week? Renee Tobin, Children's Supervisor, stated the date is April 13-19, 1997. Boardmember Davies asked what date is Easter? Renee Tobin, Children's Supervisor, stated the date for Easter is March 30, 1997. MOTION: Moved by Boardmember Muna-Landa to reschedule the Telethon to April from the November date for National Library Week contingent upon asking Bill Anthony if he is available at that time, seconded by Boardmember Gregory. Motion carried unanimously, 5-0. MOTION: Moved by Boardmember Swistock that staff be directed to investigate the credit card issue, seconded by Boardmember Davies. Motion carried unanimously, 5-0. Telethon: By Staff and Boardmembers Issues to finalize regarding telethon: Name for telethon Time and length of telethon Review of time-line for planning and implementation of telethon How many hours we wish to televise Program content of the telethon Discussion of the use of credit cards for all votes and pledges Dollar amount for sponsorships from Business Deborah Clark, Library Manager, asked John Mannerino about the length of the Telethon. John Mannerino stated that the Telethon would start Friday at 12:00 noon and go for thirty hours until 6:00 p.m. on Saturday. MOTION: Moved by Boardmember Davies for the Library Board to meet on Monday, August 12 at 7:00 p.m. at the Library to discuss the theme for the Telethon, seconded by Boardmember Swistock. Motion carried unanimously, 5-0. Library Board Minutes August 1, 1996 Page 3 Deborah Clark, Library Manager, asked John Mannerino about the theme for the video contest. John Mannerino stated he thought "funniest home video" might be an interesting theme. Deborah Clark, Library Manager, stated that the Donor Wall Design Contest deadline will be in January. Boardmember Swistock asked when will Staff and the Board go to Council, before or after November? Deborah Clark, Library Manager, stated that after the theme is decided, the report will go to the Cable sub-committee, first and then to Council. C. IDENTIFICATION OF ITEMS FOR NEXT MEETING None were received. None were received. D. COMMUNICATIONS FROM THE PUBLIC E. ADJOURNMENT MOTION: Moved by President Howdyshell to adjourn to Monday, August 12 at 7:00 p.m. at the Rancho Cucamonga Public Library, 7368 Archibald Avenue, Rancho Cucamonga for a meeting on the theme for the Telethon, seconded by Boardmember Swistock. Motion carried unanimously, 5-0. The meeting adjourned at 7:50 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: September 5, 1996 CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: August 1, 1996 TO: Library Board of Trustees, FROM: Deborah Kaye Clark, Library Director SUBJECT: There are currently at little more than three months prior to the current established date of November 15 for the Library Telethon. I would like to recommend consideration of a later date, one to coincide with National Library Week in April of 1997. I do not recommend this change of date lightly, but have outlined below the tasks we need to accomplish by November, and I have serious concerns about our ability to meet critical deadlines in this completely new and un-tried project. TIMELINE FOR NOVEMBER 1996 August: Select themes Present concept to Cable Subcommitte and Council for approval Generate first press releases for magazines requiring 2 month pre-pub timefi.ame Complete solication letters for possible amateur acts Complete solicitation letters for Service Clubs Complete solicitation letters for corporate sponsorships Complete solication letters for auction prizes Complete solication letters for celebrity gifts Determine categories and prize levels for contests Complete application forms Receive fi.om Attorney approved General Release form Staff artist will complete poster art based on themes selected by Board September: Involve schools in contests Appoint Library Foundation Board Determine logistics for judging and method of payment Select judges for all events Book all professional acts Followup on all solicitations Advertise for volunteers to work telethon Organize kick-off event for core volunteers Receive all applications for amateur acts and begin booking auditions Complete various fliers promoting telethon and distribute October: Schedule and audition all amateur acts Review all video contest submissions Review all donor wall contest entries Pickup all auction gifts Arrange for sponsor gifts Assemble all auction packages Multiple press releases necessary each week Work with City task force for smooth event a city hall event location Schedule telethon times for events November: Finalize any equipment questions Arrange for food/care for telethon crew of staff and volunteers Complete scheduling for event TIME LINE FOR APRIL, 1997 August: ~elect themes ~resent concept to Cable Subcommitte and Council for approval Generate first press releases soliciting volunteer video crews for videotaping library events throughout the year Complete solicitation letters for Service Clubs for sponsorships of youth contests in 1997 Complete solicitation letters for corporate sponsorships of the event in 1997 Complete application forms Plan "Pennies for Pages" campaign; a school wide effort to raise pledge money by sponsoring youngsters to read during the school year Plan kickoff event for core volunteers Receive from Attorney approved General Release form Graphic artist will present concept art based on themes selected by Board Work with post office to obtain ability to use self addressed, stamped envelopes in solicitations September: Receive official tax exempt status for Foundation from State and Federal Appoint Library Foundation Board Solicit auction gifts from local businesses Complete solication letters for celebrity gifts Involve schools in contests through fliers and visits Determine logistics for judging and method of payment Select judges for all events Advertise for volunteers to work telethon Hold kick-off event for core volunteers Complete various fliers promoting telethon and distribute October: Followup on all solicitations Obtain credit card capability Solicit for amateur acts in venues in addition to schools Review all donor wall contest entries Pickup all auction gifts Arrange for sponsor gifts Assemble all auction packages Multiple press releases necessary each week Work with City task force for smooth event a city hall event location Schedule telethon times for events Videotape special program on "Creating an A Paper" November: Continue followup of solicitations for auction prizes Continue videotaping of special library events December Continue with various projects Lost time due to vacations/holidays January Donor wall applications due Judge and select winning contestant for donor wall Begin assembling auction packages Videotape opening of Literacy Center February Amateur Act applications due Video contest entries due Final solicitation of auction gifts Creation of list of items to be auctioned and time of auction Schedule and audition all amateur acts Schedule professional acts Review all video contest submissions Receive all applications for amateur acts and begin booking auditions Book all professional acts Begin construction on donor wall March Complete booking of professional acts Continue and complete amateur act auditions if necessary Complete construction of donor wall April Finalize any equipment questions Arrange for food/care for telethon crew of staff and volunteers Complete scheduling for event