HomeMy WebLinkAbout97/06/09 (Agn) Lib Fnd BoardLIBRARY FOUNDATION BOARD
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
7:00 p.m.
June 9, 1997
Council Chambers
City of Rancho Cucamonga
10500 Civic Center Drive
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
***
Foundation Boardmembers
Paula Pachon, President
Patricia Beasley, Secretary
Rene Baznett, Boardmember
Robert Howdyshell, Boazdmember
Gregory Morrison, Boardmember
Robert A. Valenti, Boardmember
Paul Williams, Boazdmember
DECLARATION 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 ~p ~ ~q- ~~ ,
at /a:oonvo'i I//~~posgtedc~a true and correct copy of the meeting
agenda dated lO'- !" /~ 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
(D'~ ~97 at Rancho Cucamonga.
DEBORAH KAYE CLARK, LIBRARY MANAGER
City of Rancho Cucamonga
BY: I/ GLIB-"_' i~~~~-G~
Vivian Garcia, Administrative
Secretary,
City of Rancho Cucamonga
PAGE
- Rancho Cucamonga Public Library Foundation Board
Regular Meeting, June 9, 1997 1
A. CALL TO ORDER
1. Roll Call: Pachon ,Beasley ,Barnett ,
Howdyshell ,Morrison , Valenti
and Williams
B. CONSENT CALENDAR
The following Consent Calendar items are expected to be routine and
non-controversial: They will be acted upon by the Foundation Board at
one time without discussion. Any item may be removed by a '
Boardmember or member of the audience for discussion.
1. Approval of Minutes: March 10, 1997
April 14, 1997
Apri121, 1997
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. Update on the Library Telethon: oral report presented by Library
Manager, Deborah Clark.
2. Update on the Library Technology Center: oral report presented by
Library Manager, Deborah Clark
3. Application to the State Librazy to receive $9,600 in grant funds to
create a Planned Giving Program for the Foundation. Presented by
Library Manager, Deborah Clark. Grant application attached.
D. BOARD BUSINESS
The following items Gave 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.
PAGE
Rancho Cucamonga Public Library Foundation Board 2
Regular Meeting, June 9, 1997
1. Budget presentation: The proposed 1997/98 Library Foundation
Budget will be presented by the Librazy Manager for review,
discussion and approval.
2. Canister Program: Presentation by Boazdmember Gregory Morrison
on possible outlets that sell/mazket canisters.
3. Mission Statement for the Library Foundation: presented by
Foundation President, Paula Pachon.
4. Foundation Goals and Objectives for 1997/98: discussion led by
President Paula Pachon.
5. Determination of next date of Special Meeting. .
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
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.
F. COMMUNICATIONS FROM THE PUBLIC
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 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, June 6, 5:00 p.m.,1997, seventy-
two (72) hours prior to the meeting per Government Code 54953 at
10500 Civic Center Drive.
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: June 9, 1997
TO: President and Members of the Rancho Cucamonga Public
Library.Foundation
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVAL OF MINUTES
RECOMMENDATION
Approval of the Minutes for Mazch 10, April 14 and Apri121, 1997.
BACKGROUND
Minutes for the Regulaz Meeting of the Foundation Boazd, Mazch 10, and the Regulaz Meeting
of April 14, 1997 taken and compiled by Library Administrative Secretary Vivian Gazcia. The
Adjourned Meeting of Apri121 lacked a quorum to make actions official.
Res ectf//ully submitted, /~,~/
Deborah Kaye Clazk
Library Manager
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD
Adioumed Meetine
A. CALL TO ORDER
An adjourned meeting of the Rancho Cucamonga Public Library Foundation Boazd was held on
Monday, March 10, 1997, in the Administration Conference Room of the Rancho Cucamonga Public
Library, located at 7368 Archibald Avenue, Rancho Cucamonga, California. The meeting was called
to order at 7:01 p.m. by President Pachon. Present were Boardmembers Beasley, Barnett, Pachon,
Valenti and Williams.
Also present were: Rebecca Davies, Library Boazdmember, Deborah Clazk, Library Manager and
Vivian Gazcia, Administrative Secretary. '
++****
B. CONSENT CALENDAR
B ] . Approval of Minutes: February 10, 1997.
MOTION: Moved by Boardmember Williams approval of Consent Calendar, secorided by
Boardmember Beasley. Motion carried unanimously, 5-0-2 (with Howdyshell and Morrison
absent).
******
C. LIBRARY DIRECTOR'S STAFF REPORTS
C1. Telethon Status Report: oral report presented by Library Manager Deborah Clark.
Deborah Clazk, Library Manager, gave an oral report on the status of the Telethon to the Foundation
Board. She reviewed with the Foundation Boazd the Talent Show Performers and the script for
Friday night and Saturday.
Boazdmember Howdyshell arrived at 7:19 p.m.
President Pachon updated the Foundation Board on the Trivia Teams.
****+*
D. BOARD BUSINESS
D1. Auction Packages. Auction Subcommittee presenting.
Library Foundation Board Minutes
Mazch 10, 1997
Page 2
Deborah Clazk, Library Manager, reviewed with the Foundation Boazd the handout on the items
donated for the Telethon. The Foundation Board put some of the gifrs together as auction packages.
All auction items will be available on Saturday. The items which do not move or do not receive a
minimum bid, would possibly be put in the Friends Bookstore as an auction item for later on.
D2. Availability of Foundation Boazdmembers for Telethon task assignments. Deborah Clark,
Library Manager presenting.
Deborah Clark, Library Manager, asked the Foundation Boazdmembers their availability for the
Telethon.
Boardmember Barnett is available both days.
Boazdmember Valenti is available on Saturday from 10 to 12.
Boardmember Beasley is available on Saturday from 10 to 12.
Boazdmember Williams is available both days.
Boazdmember Howdyshell is available both days.
President Pachon is available both days.
Deborah Clazk, Library Manager, stated that she would like someone from the Foundation Board
to be interviewed live by John Mannerino and to tell what the Library Foundation Board is, the
purpose of the Boazd and the Affinity Card.
President Pachon volunteered to be interviewed and to write the script.
D3. Mission Statement. President Pachon presenting.
President Pachon reviewed the Mission Statement with the Foundation Board. Changes were noted.
The mission statement will be an item on the agenda for the Library Board of Trustees for their
approval.
D4. Determination of next date of Special Meeting.
President Pachon discussed the dates with the Foundation Boazd. The date of the next meeting will
be Monday, April 14, at 7:00 p.m. at the Library.
++«^**
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
E1. Telethon debrief
E2. Mission Statement from the Boazd of Library Trustees.
E3. Goals & Objectives for 97/98
r++r**
Library Foundation Boazd Minutes
March 10, 1997
Page 3
Deborah Clazk, Library Manager, commended Nina Cole and Robert Kazatsu on their hard work for
the Telethon. She also wanted to thank Paula Pachon for all of her hard work.
F. COMMUNICATIONS FROM THE PUBLIC
Boardmember Davies stated she is excited about the Telethon and appreciates all the time the
Foundation Boazd has put in to it.
Boardmember Davies stated that as a member of the Rancho Cucamonga Council PTA they aze
donating 100 books on the Telethon.
+++*+*
G. ADJOURNMENT
MOTION: Moved by Boardmember Williams, seconded by Boardmember Barnett to adjourn to
April 14, 1997, at 7:00 p.m. in the Administration Conference Room at the Rancho Cucamonga
Public Library. Motion carried unanimously, 6-0-1 (with Morrison absent). The meeting adjourned
at 8:10 p.m.
Respectfully submitted,
~/ ~
Vivian Garcia
Administrative Secretary
Approved:
4
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD
Adiourned Meeting
A. CALL TO ORDER
An adjourned meeting of the Rancho Cucamonga Library Foundation Boazd was scheduled for
Monday, April 14, 1997, at 7:00 p.m. in the Administration Conference Room of the Rancho
Cucamonga Public Librazy, located at 7368 Archibald Avenue, Rancho Cucamonga, California.
The meeting was canceled due to lack of quorum.
Re/s/p~ectfully submitted,
I/ GLItQ-~~~GLi.ft.GL.
Vivian Garcia
Administrative Secretary
Approved:
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD
Special Meeting
A. CALL TO ORDER
A special meeting of the Rancho Cucamonga Library Foundation Boazd was scheduled for Monday,
April 21, 1997, at 7:00 p.m. in the Administration Conference Room of the Rancho Cucamonga
Public Library, located at 7368 Archibald Avenue, Rancho Cucamonga, California.
The meeting was canceled due to lack of quorum.
Respectfully submitted
Vivian Garcia
Administrative Secretary
Approved:
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: June 9, 1997
TO: President and Members of the Rancho Cucamonga Public
Library Foundation
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clazk, Library Manager
SUBJECT: GRANT APPLICATION: "BUILDING COMMUNITY SUPPORT FOR
CALIFORNIA PUBLIC LIBRARIES: PLANNED GIVING CAMPAIGN"
RECOMMENDATION:
This item is for information only.
BACKGROUND:
The California State Library offered the opportunity for libraries to apply for funds to create their
own library foundation, or to request funds for Board development or other special needs. The
Library Foundation expressed an interest in their January meeting to create a planned giving
program for the library. Therefore the Library Manager applied for funds to create this program.
FISCAL IMPACT:
$9,600 in grant funds would be targeted for the planned giving program. No matching funds aze
required in this grant.
Re ectfully submitted,
~r~~
Deborah Kaye C rk
Library Manager
~~
. BUILDING COMMUNITY SUPPORT FOR CALIFORNIA PUBLIC LIBRARIES
GRANT APPLICATION 1996/97
5. Please describe the past efforts that your library has made in planning, creating or
working with a foundation.
The Rancho Cucamonga Public Library received approval from City Council and Board of Library
Trustees to create a Foundation in Spring of 1996. Bylaws were created (Attachment A) and recruitment
began for the 9 member Board in September of 1996. The Library Director, who would be an ex-officio
member of the group, completed required paperwork to obtain 501 D (3) status with State and Federal
taxing authorities. Final approval was obtained from both agencies in December of 1996.
During this same organizational time period, the Library Board created a Fund Raising Task Force,
composed of a representative from the Library Board, the President of the Friends of the Rancho
Cucamonga Public Library, a City Council member and a member of the city's Community Foundation.
The committee was chaired by the Library Director. This task force began planning in Spring 1995 for a
major event to be scheduled in 1996. That even[ was a two day telethon.
The Library Telethon was scheduled to take place in March, 1997. The newly formed Library
Foundation met for the first time on November 6, 1996 and agreed to become part of the team producing
the library telethon. Foundation members each selected a sub committee on which to serve.
Subcommittees included auction prize solicitation, major donor solicitation, talent contest planning,
technology planning and script writing.
• The new Foundation worked very successfully with the existing Task Force. Together, they produced
the Rancho Cucamonga Public Library Telethon, called "Kids Connect @ the Library". This telethon
appeared on the city's Peg Access channel on the local cable television network. Well over 400 phone
calls were received and over $40,000 collected in pledges. The funds were committed prior to the
telethon to be used to open a Technology Center on the second floor of the Library. Plans are in line to
open the new Center on July 7, 1997.
At their April meeting, the Foundation committed to undertaking a Planned Giving campaign in the next
fiscal year, at the recommendation of the Executive Producer of the Library Telethon. The Library
Director was asked to consider ways to enhance Foundation and Library Board development in this
complex area of tax law.
Currently the Foundation is working on Telethon 2, scheduled to broadcast in March of 1998 with a
fundraising target of $60,000. They are also completing work on their Mission Statement and at their
June meeting, will review a draft of goals (Plan of Service) for 1997/98 in conjunction with passing their
annual budget (Attachment B).
• 6. This grant requires the involvement of the Library Director as the lead staff person for the
project and also requires the commitment of at least one (1) community leader to assist the Library
Director in foundation development. Please identify the community leader(s) who will work with
this project and describe the characteristics and previous activities that qualify this individual(s)
for this project.
The following individuals have committed to work with the Foundation to create a Planned Giving
campaign:
John Mannerino:
Mr. Mannerino, a long established local attorney, served on the original Fundraising Task Force for the
Library. As a board member and past president of the city's Community Foundation, John conceived of
the original idea of a telethon to promote the library and served as guest host during the entire 13 hour,
two day event, a performance he has promised to repeat in 1998. John Mannerino, active for 20 years
with the Chamber of Commerce, created the original "Grape Harvest Festival" for Rancho Cucamonga,
an event with a 10 year track record and regional popularity. All of Mr. Mannerino's time and talents
were freely donated to the Library, including over 200 hours of planning time.
Mr. Mannerino's law firm, Mannerino & Briguglio, is connected with ACTS, (Associated Conservator &
Trust Services) a professional fiduciary group. ACTS proposal to provide Board development in the area
of planned giving forms the backbone of this application.
A popular and well connect attorney, Mr. Mannerino's reputation in the community and his connections
will prove invaluable.
Diane Williams:
Mayor Pro Tem Diane Williams, a City Council member for 5 years and guiding force in the building of
the new library in 1994 will also be a major participant in the planned giving program. Ms. Williams
served on the original Fundraising Task Force for the Library and was responsible for raising over
$16,000 for the telethon personally--including the initial $6,000 for production costs.
A long term resident of the City and strong political voice, Ms. Williams support will provide many
opportunities for promotion of the planned giving campaign, once underway.
Ede Swistock:
Ede Swistock has been a Library Board member since the library opened. He also served as the
Chamber of Commerce President this past year. Mr. Swistock will continue to promote the Library to
the business community and has many opportunities to share information on planned giving
opportunities with major executives in the area.
C~
7. a. Plan of Actiou/Time Line
. The project to develop a planned gift program will consist of three phases: Board Education and Development,
Creation of Tools and Marketing of Planned Giving Program. ACTS (Associated conservator & Trust Services),
partner in developing this proposal, will be placed on contract to provide the following:
1) 2 workshops for Board and staff development in the area of planned giving
2) A series of 6 solicitation letters, targeting general audience as well as special letters for clergy,
accountants, attorneys, nursing home staff, etc.
3) Sample paragraphs for attorneys to use in Trust & Wills
4) Mailer for attomeys with sample trust documents in print and on disc
5) Guidelines for a presentation for Service Clubs & Seminars for the public
6) Seminar for the public presented by ACTS and/or John Mannerino on the planned giving program for the
Library. Staff will be allowed to video tape and have available for loan as well as use for the Telethon
broadcast.
Time line: Based on July 1 award of funds or notification of award
Jul 15: Award of contract to ACTS for professional services. Cost: $4,000
Aug 1: First of two workshops to be presented to Foundation and Library Board members and key staff
on basic concepts of planned giving and how planned giving works for libraries.
Phase: Board Education and Development Cost: ACTS contract
Outcome: Board members and staff will become Familiar and comfortable with terminology and
basic advantages of the planned giving program.
Aug 15:Second of two workshops to be presented to Foundation and Library Board members and key staff, this
• one covering approaches to soliciting for planned giving.
Phase: Board Education and Development Cost: ACTS contract
Outcome: Board members and staff will receive "hands on training" in how to raise the subject of
planned giving and how to explain comfortably the advantages of this program.
Sep l: Encumber funds for selected preprinted pamphlet
Phase: Development of Tools Cost: $1,000
Library staff will generate appropriate mailing lists using in-house marketing tools. Staff will also
purchase targeted mailing list of local executives.
Phase: Development of Tools Cost: $250
Outcome: Pamphlet will be available to those who respond to initial inquiry; targeted mailing lists will
reducing mailing costs and increase likelihood of success.
Sep 15: First general solicitation letter to be mailed to targeted households and marketing letter to be mailed to
Attomeys, Accountants, etc. containing sample paragraphs to use in Trust & Wills. Other 4 solicitation
letters to follow every 30 days.
Phase: Solicitation/Marketing Cost: $3,500 total cost per year
Outcome: Anticipating app. 7,500 letters be mailed over the course of the years promotion. Staff would
be pleased if 50 responses and inquiries were received.
Oct 15: Seminar for the public presented by ACTS or John Mannerino on the planned giving program for the
Library.
Phase: Solicitation/Marketing Cost: ACTS contract/advertising $700
Outcome: Attendance of 20 would be considered excellent. In addition, staff plans to video tape this
session, making it available for future inquiries and for use in promotion on the library telethon.
Oct 30: Mailer available for attorneys with sample trust documents in print and on disc
• Phase: Solicitation/Marketing Cost: ACTS contract/$I50 in supplies
Outcome: Available for attomeys and accountants who have proven supportive, this disc will assist them
in the preparation of all planned giving programs, building goodwill within that community.
1~
8. A requirement of this grant is the preparation of a foundation plan of action for 1998. Please
describe how you will develop this plan of action and elements that may be included.
The Rancho Cucamonga Public Library Foundation is scheduled to discuss their major goals for fiscal year
1997/98 at their Regular Meeting in June. These include the following:
1) Library Telethon Production
Planning is already underway for the next Telethon. The July Foundation.Meeting will present a
time frame for the year for Telethon tasks and subcommittees. Most telethon work, planning and
scheduling takes place in the subcommittees which begin meeting in September.
2) Canister campaign
At the June 1997 meeting, Board member Gregory Morrison will be presenting costs and
recommendations to purchase canisters to place in restaurants throughout the city. Funds earned in
these canisters will be presented by the restaurant managers live on the telethon. Claim Jumper, Steer
& Stein, Appleby's, Vince's Spaghetti, Black Angus and other local restaurants have already committed
to participate, based on the last Telethon solicitation period.
3) Donor Wall Design
Part of the Telethon featured a contest for donor wall design. A local architect submitted a plan currently
under review for possible implementation. If the design is approved by the Foundation and Library
Boards, construction will occur in October and a solicitation campaign for the wall will form a part of the
• next Telethon promotion.
4) Planned Giving campaign
The immediate and overwhelming success of the Telethon prompted Telethon Executive Producer Bill
Anthony to recommend the Library begin a planned giving campaign. He reasoned that reaction toward
the library was so positive, the community was ready [o hear about this form of campaign. The
Foundation Board requested this item be presented at [heir July meeting so that planning to undertake a
campaign could begin.
5) Campaign to promote the library's affinity card
The City approved a contract with San Bernardino County Credit Union in September of 1996 to supply
a City affinity credit card upon application. All funds earned as part of the City's percentage go to the
Library Foundation. The Foundation is planning a "Shop Rancho Cucamonga with the Cucamonga
Card" campaign in conjunction with the Chamber of Commerce this forthcoming year.
Each of these items is scheduled to be discussed as part of the long range goals of the Foundation at the annual
meeting in June. The 1997/98 budget will be proposed by the Library Director and will be accompanied by a
plan of service including the above items requested by Foundation members over the previous months. The
Board has met monthly since its inception in November, 1996. It is anticipated by staff that the Foundation will
review the Plan of Service proposed by Staff and propose changes or additions. Staff will return the Plan, along
with a Time line for accomplishing the tasks, to the Foundation at their July meeting.
•
11
9. Please describe your plans for promoting the foundation to the community.
1) Local City newsletter: the Grapevine
We enjoy excellent coverage in the city's publication. Produced four times each year by the
Community Services Department, the attached cover and articles (Attachment C) illustrates the support
the library receives. This publication reaches each household.
2) Local press releases
The Library has three staff members who create press releases on various aspects of library
services. The Foundation will feature frequently as we undertake the many projects on-line for this year.
While there is no guarantee of coverage, the library occasionally wins a page or a photo.
3) Telethon promotion
Press releases prior to the telethon and releases during the telethon provide excellent coverage for
the Foundation. In addition, the Telethon itself intends to promote the Foundation by using the video
footage of Telethon host John Mannerino during his presentation at the Seminar for the Library on
planned giving.
4) Donor Wall
The donor wall will provide a visible promotion for the Foundation since it will be located directly
overhead as visitors enter [he library. The Rancho Cucamonga Public Library is an extremely active
library, with between 1,200 and 1,800 visitors a day. The visibility of the wall should promote interest in
the Foundation.
5) Promotional Flier
Staff is in the process of creating a flier promoting the Foundation. At the June meeting it is
anticipated that the Board will approve the Mission Statement. The 1997/98 budget has set aside
$1,000 to print a simple brochure promoting the Foundation and the many programs they are
involved in to support [he library.
10. Please describe your plans for continuation of foundation activities after the grant period.
The plan of service described intensively in Question S is the roadmap for the Foundation Board to pursue in the
year ahead.
The Foundation Board has expressed an interest in establishing patterns for fundraising. The Telethon will take
place each Spring in conjunction with National Library Week. The Planned Giving campaign is one that, once
developed, will be launched each year--at the same time of the year, beginning before the holidays are underway,
to solicit major donations at that most liberal time of year. The Telethon, the Planned Giving campaign, the
canister program, the affinity card program--all are multi year and on-going projects that the Foundation Board is
committed to supporting.
Long range, the Foundation Board and the Library Board are each committed to providing an additional library
facility in the city of Rancho Cucamonga--whether that be Central Park Library or an additional branch. Both
Boards see these current campaigns and events as means to best achieve a major fundraising goal or support a
necessary ballot initiative in the future.
12
FOUNDATION
Planned Giving
~ampaign Budget
ACTS Contract
Printing
Stationery/Supplies
Mailing lists
Stationery
Meeting supplies
Postage
Advertising
Posters
Local Newspaper
Total
Amount
$4, 000
$1, 000
$250
$500
$200
$3,000
$150
$500
$9,600
Description
To provide services outlined in question 7a
To purchase app. 500 pamphlets on planned
giving
To purchase a prepared mailing list
To perform directed mailing to app. 1,000
households and businesses
To promote program
To promote seminar
13
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14
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: June 9, 1997
TO: President and Members of the Rancho Cucamonga Public
. .Library Foundation
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: REVIEW OF PROPOSED FOUNDATION BUDGET FOR 1997/98
RECOMMENDATION
Review, discussion and approval of attached proposed Foundation budget for 1997/98.
BACKGROUND/ANALYSIS
Attached you will find the budget proposal for fiscal yeaz 1997/98. The major goals of this fiscal
budget is to add part time Library Assistant hours to reflect the opening of the Technology
Center; and to initiate vazious fundraising programs including a canister program and a planned
giving program. In addition, $6,000 is budgeted for the 1997/98 Telethon.
The remaining $33,500 can be targeted by a special project selected by the Foundation Boazd for
the years (1997/98) major project.
Re ectfully submitted,
i
~6(~~%C
Deborah Kaye Clark
Library Manager
~~~
15
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