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HomeMy WebLinkAbout98/11/16 (Special Agn) Lib Fnd BoardLIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING 7:00 p.m. November 16, 1998 Tri Communties Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 r*r City Councilmembers William J. Alexander, Mayor Diane Williams, Mayor Pro Tem Paul Biane, Councilmember James V. Curatalo, Councilmember Bob Dutton, Councilmember +*+ Foundation Boardmembers Paula Pachon, President Patricia Beasley, Secretary Rene Barnett, Boardmember Donna Bradshaw, Boazdmember Dr. James Brown, Boardmember Rebecca Davies, Boardmember Gregory Morrison, Boazdmember Robert A. Valenti, Boazdmember Paul Williams, Boardmember 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 J~pU, /af,yyk , at ~~~ ~ I posted a true and correct copy of the meeting agenda dated IU~U. /~~ /~1~~ at 10500 Civic Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration vas executed on ~(f JJ. /a, /y ~/ ~ at Rancho Cucamonga. DEBORAH RAYE CLARR, LIBRARY MANAGER- ~ -- City of Rancho Cucamonga -' BY: ~~1/tb~- ,~Gt~-ccci Vivian Garcia, Administrative Secretary City of Rancho Cucamonga PAGE Rancho Cucamonga Public Library Foundation Board Special Meeting, November 16, 1998 1 A. CALL TO ORDER 1. Roll Call: Pachon ,Beasley ,Barnett Bradshaw _, Brown ,Davies ,Morrison , Valenti and Williams B. CONSENT CALENDAR 1. Approval of minutes: September 14, 1998 i 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. Telethon III a. Approval of project & campaign strategy. Report presented 5 by Deborah Clazk, Library Director. b. Raffle package creation. Report presented by Deborah Clazk, 10 Library Director. c. Cannister distribution. Discussion only. d. Distribution of initial promotional packets. Discussion only: 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. Telethon Kick-off, December 3, 1998. Oral report by Subcommittee chair. 2. Determination of next date of Special Meeting.' PAGE Rancho Cucamonga Public Library Foundation Board 2 Special Meeting, November 16, 1998 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 Secretary of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, November 12, 1998, 6:00 p.m., seventy-two (72) hours prior to the meeting pcr Government Code 54953 at 10500 Civic Center Drive. Ci"I'Y OF RANCHO CUCi1MONUA STAFF REPORT DATE: November 16, 1998 TO: President and Members of the Rancho Cucamonga Public Library Foundation Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of the Minutes for September 14, 1998. BACKGROUND Attached, please find the minutes for the Regular Meeting of the Library Foundation on September 14, 1998 taken and compiled by Library Secretary, Vivian Garcia. Library Director i CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Special Meetin¢ A. CALL TO ORDER A special meeting ofthe Rancho Cucamonga Public Librazy Foundation Boazd was held on Monday, September 14, 1998, in the Rains Room of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:00 p.m. Present were Boardmembers Pachon, Beasley, Barnett, Bradshaw, Valenti and Williams. Boazdmembers Brown, Davies and Morrison were absent. Also present were: Deborah Clark, Library Director and Vivian Garcia Administrative Secretary. +*.+.* B. CONSENT CALENDAR B1. Approval of minutes: July 13, 1998 (Bradshaw abstained) MOTION: Moved by Boazdmember Williams, seconded by Boazdmember Barnett to approve the minutes. Motion carried, 5-0-3-1 (with Brown, Davies and Morrison absent). ****** C. LIBRARY DII2ECTOR'S STAFF REPORTS C1. Proposed Foundation Budget for 1998/99. Report presented by Library Director Deborah Clark at the meeting. Boazdmember Davies arrived at 7:15 p.m. Deborah Clark, Library Director, reviewed the handouts on the 1997/98 Foundation revenues and expenditures with the Foundation Boazd. MOTION: Moved by Boardmember Williams, seconded by Boardmember Barnett to approve the proposed budget for the Foundation. Motion carried, 7-0-2 (with Brown, Davies and Morrison absent). C2. Telethon: oral report presented by Library Director, Deborah Clark. Deborah Clark, Library Director, gave an oral report on the Telethon. Library Foundation Board Minutes September 14, 1998 Page 2 Deborah Clazk, Library Director, stated that staff would bring the Canisters to the next meeting. Deborah Clazk, Library Director, stated that staff will have a rough draft of a brochure for the Planned Giving at the next meeting. Boazdmember Barnett asked if staff could visibly show or display the materials that are purchased with Foundation funds for the public to view. A sample would be of President Pachon presenting a check to the Library with media coverage or press footage. Boazdmember Williams asked if it might be possible to broadcast the Telethon through the Internet to the cable companies. President Pachon requested as items to discuss about the Telethon: the hours, project - focus ofthe fundraiser, tape delay -what cities. Boardmember Davies requested staff to inquire from other telethons or fundraisers about Sunday coverage. Deborah Clark, Library Director, stated that staffwill have available at the next meeting packets for Telethon III for Boazdmembers; along with an hourly breakdown of donations from Telethon II. Boardmember Valenti requested staffto send letters ofappreciationto the businesses which displayed the canisters at their sites on the Telethon. C3. ReportontheTechnologyCenterandapprovalof$IO,000transferfromFoundationRevenue to Library expenditures, part-time salary account. Oral report by Deborah Clazk, Library Director. Deborah Clark, Library Director, reviewed handouts on the Technology Center Revenues with the Foundation Board. Deborah Clark, Library Director, thanked Robert Kazatsu, Principal Librarian, and his staff for the work and time they did for the classes being held in the Technology Center. One class is a beginning class on the Internet. The other is on how to use technology available at the library for research. MOTION: Moved by Boardmember Williams, seconded by Boardmember Valenti for approval of the $10,000 transfer from Foundation revenue to Library expenditures, part-time salary account. Motion carried 7-0-2 (with Brown and Morrison absent). ~***tr Library Foundation Boazd Minutes September 14, 1998 Page 3 D. BOARD BUSINESS D 1. Determination of the date for the next meeting. After discussion ofhaving a joint meeting with the Library Board, the decision was that Vivian Garcia will be contacting the Boazdmembers on a date in October. **s+** E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E 1. Telethon -content, project, hours, which direction and packets Sub-Committee Assignments E2. Donor Wall *r***+ F. COMMUNICATIONS FROM THE PUBLIC None received. *s**s* G. ADJOURNMENT MOTION: Moved by Boardmember Dauies, seconded by Boazdmember Beasley to adjourn. Motion carried, 7-0-2 (with Brown and Morrison absent). The meeting adjourned at 7:46 p.m. R'e/spectfully submitted, Vivian Garcia Administrative Secretary Approved: November i6, 1998 ~,t t r yr tc~~iv~rty ~u~;i~iwt-~w~r~~ STAFF REPORT DATE: November 16, 1998 TO: President and Members of.the Rancho Cucamonga Public Library Foundation Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF PROJECT & CAMPAIGN STRATEGY FOR TELETHON III RECOMMENDATION That the Foundation Board review, discuss, amend and approve the campaign strategy outlined below for the 1998 Telethon III fundraiser. BACKGROUND After several meetings involving the Foundation Board, the Library Board, the Telethon Executive Committee and Library as well as city executive staff, the following guidelines for Telethon III Campaign are recommended: SCOPE It is recommended that the Telethon be broadcast over ACE Cable unless Comcast and Countrywide can access the program to broadcast in real time. It is further recommended that the broadcast time be increased from two days to three days, retaining 15 "live" hours of broadcast time. PROJECT Staff recommends that the project again be "global" in nature. That the real needs of the library are on-going funds to purchase needed book materials, to support existing children's programs and to help support the adult literacy program. Administration cannot'support the development of another program that will require on-going funds not foreseeable in future years given our current tax base. Given the scope of the proposed projects, the "Let's Connect @ the Library" as an umbrella theme will support all aspect of the project. Individual components may carry the "Kids Connect" logo as appropriate (ie. canisters) CONTENT The content will draw on elements from the two previous telethons, with the emphasis still on library success stories. Friday: 7 p.m. - 11 p.m. (4 "live" hours) Opening Act Trivia Contest Raffle promotion Closing Saturday: 4 p.m. - I 1 p.m. (7 "live" hours) Opening Act Kids Acts, professional acts, teen acts Raffle Promotion Closing Sunday: 1 p.m. - 5 p.m. (4 "live" hours) Opening Act Kids Acts Kids Programming Raffle Wrap Closing Library Content: "Reading Moments" will be created, featuring youngsters sharing books; the information services "Goldmine" video will be run again this year; a compilation footage will be created, featuring a segment on the Technology Center and an emphasis on the new project, "Back to Basics"; finally, a segment will be produced on the planned giving program. Scripting will include more,direct requests for donations; more cuts to the phone bank and interviews with V.I.P. members on the bank. INCENTIVES: A single major raffle prize will be solicited for donations of $100 and above. Wine will be offered for $50 donations. Brodart will be asked to support with a book donation as an alternative to the wine. Auction packages will be promoted for bids. TARGET COMMUNITIES Previous donors Businesses Schools/PTA's Library Patrons Community Members 6 Methods of reaching the target communities: Previous donors: 1997 donors will be contacted in November 1998 with an update of the "Back to Basics" Project. 1997 VIP Phone Bank helpers will be contacted in November 1998 with a request to support the project again in 1999 along with their update on the "Back to Basics" project and an invitation to appear as our guest at the Winery Open House December 3. One month before the project, previous donors will be mailed a solicitation. One week before the Telethon, previous donors who have not mailed in a donation will be telephoned and asked to watch the 1999 telethon. Businesses: Businesses will be solicited in [he same manner as previous years: through letters soliciting their support. Mail out solicitations to businesses will occur from November through March. Schools/PTA's: Mailou[s to the schools will begin in November, with each PTA President, School Superintendent, Boardmember and Principal receiving an update on the "Back to Basics" program and an invitation to appear as our guest at the Winery Open House on December 3. Included in this packet will be a solicitation for their participation at the 1999 telethon. Library Palrons A mailing list of library patrons will be developed, using the Dynix System's data base. Solicitations for support will be mailed to all patrons who have used the library in 1997 or 1998. A list with names and phone numbers of patrons who have used the library 10 times or more will be developed to use for call-outs during the telethon event itself. Staff is working to develop a professional display unit, with the ability to safely store donations. A sample from the banking industry is included for information. Cwnmunity Members: The trash disposal companies will again be asked to provide fliers promoting the event as will Comcast and ACE Cable. Staff recommends we purchase/solicit a major add from the Daily Bulletin as well as the Sun newspaper to prompt calls as well. TIMELINE OF SOLICITATIONS/PROJECT DEVELOPMENT November: Previous donors contacted with thank yous and invitation to Kickoff VIP Telethon Phone Bank Volunteers contacted with thank yous and invitation to Kickoff School Boardmembers, Superintendents, PTA Presidents, Principals invited to Kickoff Major sponsors solicited for support Plan major raffle packages Solicit major raffle items Restaurants/Banks/Raffle Prospects solicited for support December: Hold winery Open House featuring "Back to Basics" grant Continue to solicit major raffle packages January Solicit service clubs and all remaining businesses for support Previous donors solicited for support by mail Begin taping "Library Stories" February: Continue solicitations Continue taping "Library Stories" Select and book acts March: Follow up previous donors by phone Continue to select and book acts Write scripts Produce Telethon Begin tracking donations April: Continue tracking donations Distribute incentives May: Hold Thank You buffet dinner for donors of $100 and over and draw for grand prize raffle winner. Library Director >~.. .'$$ ~:~ a~ ~.~~ ,I Blouin, L.I,.C. is n 11'e~t~Ground Resources 9 Ci1'Y OF RANCHO CUCAMONGA STAFF REPORT DATE: November 16, 1998 TO: President and Members of the Rancho Cucamonga Public Library Foundation Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Director SUBJECT: RAFFLE PACKAGE CREATION RECOMMENDATION That Foundation Boazd Members break into small groups for brainstorming raffle packages for the 1999 telethon and then accept volunteers or appoint boardmembers who will contact agencies to donate the vazious components in the raffle packages. BACKGROUND The Staff and Telethon Executive Committee agreed that raffle packages helped to raise the amount of monies earned in the 1997 telethon by over $3,000. Based on this, it is recommended that the Foundation Board create a minimum of seven raffle packages with a value of $300 or more. 10 NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held Monday, November 16, 1998, adjourned said meeting to Monday, January 11, 1999, at the hour of 7:00 p.m., in the Tri-communities Room at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. Said adjournment was passed by the following vote: AYES: Bradshaw, Brown, Davies, Pachon, Valenti and Williams NOES: None ABSENT: Beasley, Barnett and Morrison ABSTAIN: None Vivian Garcia, Library Administrative Secretary Rancho Cucamonga Public Library November 17. 1998