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HomeMy WebLinkAbout00/10/16 (Special Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING 6:30 p.m. October 16, 2000 Administration Conference Room Rancho Cucamonga Public Library 7368 Archibald Avenue Rancho Cucamonga, California 91730 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 Donna Bradshaw, Boardmember Rebecca Davies, Boardmember Gino Filippi, Boardmember Ron Stark, Boardmember Anne Viricel, Boardmember Amy Warshaw, Boardmember 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 at 100 . in„ I posted a true and correct copy of the meeting agenda dated �(j//(P ��� 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 /0 —/'�L—Od at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho/ Cucamonga B Y: �/ L;� — Vivian Garcia, Administrative Secretary City of Rancho Cucamonga PAGE Rancho Cucamonga Public Library Foundation Board Special Meeting, October 16,2000 1 A. CALL TO ORDER 1. Roll Call: Pachon Beasley , Bradshaw , Davies Filippi , Stark , Viricel ,Warshaw 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 Library 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: September 11, 2000 1 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. Donor Wall: Update. Oral report presented by Library Director, Deborah Clark. 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. Joint Meeting of the City Council and the Library Board of Trustees. Oral report by Library Board Liaison, Donna Bradshaw and Library Director, Deborah Clark. 2. Telethon 2001 a) Recommendation to Move Telethon to Every Other Year 5 Basis. Report presented by Deborah Clark, Library Director and Robert Karatsu, Library Services Manager. PAGE Rancho Cucamonga Public Library Foundation Board 0 Special Meeting, October 16,2000 2 3. Holiday Event at the Winery a) Discussion on the times, purpose and nature of this event. 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, October 12, 2000, 6:00 p.m., seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. R A N C H O C U C A M O N G A Pusi, ic LI BRARY Staff Report DATE: October 16, 2000 TO: President and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of the Minutes of September 11, 2000. BACKGROUND/ANALYSIS Attached, please find the minutes for the Regular Meeting of the Library Foundation Board listed above, taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Res ectfully submitted, Deborah Kaye CI Library Director 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, September 11, 2000, in the Tri Communities Room of the City of Rancho Cucamonga, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:06 p.m. Present were Boardmembers Beasley, Bradshaw, Davies, Filippi,Pachon, Stark, Warshaw and Williams. Mayor Alexander, Deborah Clark, Library Director, and Vivian Garcia, Administrative Secretary, were also present. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS Bl. Administration of Oath of Office—Oath of Office was administered by Mayor Alexander to re-appoint Rebecca Davies and appoint Anne Viricel. C. ELECTION OF OFFICERS Conducted by current President Paula Pachon. President Pachon opened the floor for nominations. Boardmember Williams nominated Boardmember Pachon for President. Motion seconded by Boardmember Stark. Motion carried, 9-0. Boardmember Williams nominated Boardmember Beasley for Secretary. Motion seconded by Boardmember Bradshaw, Motion carried, 9-0. D. CONSENT CALENDAR D1. Approval of minutes: August 14, 2000 MOTION: Moved by Boardmember Williams to approve the minutes, seconded by Boardmember Bradshaw. Motion carried, 9-0. a Library Foundation Board Minutes September 11, 2000 Page 2 E. LIBRARY DIRECTOR'S STAFF REPORTS E1. Donor Wall Updated. Oral report from Deborah Clark, Library Director. Deborah Clark, Library Director,reviewed a handout of the updated layout of the Donor Wall for the Library. Deborah Clark, Library Director, stated that a purchase order had been issued to United States Bronze Sign Company for Phase One design and construction of the Donor Wall. The subcommittee of President Pachon and Boardmember Warshaw will select the color corian for the different levels of donations from the samples. Once the drawings are complete,they will be posted at the Library. E2. Joint meeting of the City Council and the Library Board of Trustees. Oral report by Library Director Deborah Clark. Deborah Clark, Library Director, reviewed with the Foundation Board the agenda for the joint meeting between the Library Board of Trustees and City Council; and invited their participation as interested members of the public. F. BOARD BUSINESS Fl. Telethon 2001 a) Reports from Subcommittees 1) Subcommittee Report on Evaluation Forms for Telethon 2000. Oral report: Boardmember Williams presenting. Boardmember Williams reviewed the surveys with the Foundation Board. The subcommittee recommended keeping Friday,Saturday and Sunday for the days of the Telethon, and retaining the same timeframes. The subcommittee recommended continuing with the same type of acts. The subcommittee recommended the following changes: Improve the advertising of the Telethon. Work with production company to correct technical problems that occurred during Telethon 2000. Suggestions from the surveys included improving the sound during broadcast,and for equipment locations to change during the event. Add more hosts and rotate during the three(3)day event. 3 Library Foundation Board Minutes September 11, 2000 Page 3 Have more involvement with the children and schools. Have more library specific information such as READING Moments. 2) Subcommittee Report on suggestion projects for Telethon 2001. Oral report: Committee Chair presenting. Boardmember Stark reviewed with the Board suggestions from the committee: A Web-A-Thon, to broadcast the Telethon on-line; and off-site viewing locations/special events to increase viewer ship during the Telethon. Boardmember Filippi reviewed with the Board a potential project,Books on Wheels. Books could be ordered on-line and delivered at predetermined times to selected locations. Boardmember Bradshaw reviewed with the Board another idea for a project, Senior/Youth Reading Program. Boardmember Stark reviewed with the Board two more projects, School Reading Incentive Program and Agency Outreach. After discussion, Deborah Clark, Library Director, stated staff would like to review the projects and bring back reports to the Library Foundation Board at the next meeting. b) Holiday Kickoff Party Deborah Clark, Library Director, stated that Boardmember Filippi for the fourth year was willing to host the Kickoff Party at the Filippi Winery. The date being considered is Thursday, December 7. President Pachon wanted staff to check the date with the Chamber of Commerce and Community Services for other events on that date. Deborah Clark, Library Director, asked if the Board wanted to have a subcommittee for the event to find entertainment, help with decorations and in obtaining raffle prizes. After discussion, the Board decided not to have raffle prizes. Boardmember Davies volunteered to find entertainment for the evening. `I' Library Foundation Board Minutes September 11, 2000 Page 4 c) Selection of Telethon date Deborah Clark, Library Director, stated that Rodney Gilfrey was not available for the Telethon in March or April. Staff will contact school districts to find out when spring breaks occur. G. IDENTIFICATION OF ITEMS FOR NEXT MEETING G1. Dates of Telethon 2001. G2. Holiday Party—Kick off for Telethon 200 1. G3. Joint Meeting with Library Board of Trustees. G4. Recommendation from staff on the Projects for Telethon 2001. H. COMMUNICATIONS FROM THE PUBLIC None received I. ADJOURNMENT MOTION: Moved by Boardmember Williams, seconded by Boardmember Stark to adjourn,motion carried, 9-0. The meeting adjourned at 7:15 p.m. Respectfully submitt , V G(lfGt - �'� Vivian Garcia Administrative Secretary Approved: S R A N C H O C U C A M O N G A P U B L I C L I B R A R Y Staff Report DATE: October 16, 2000 TO: President Pachon and Members of the Rancho Cucamonga Public Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: RECOMMENDATION TO PRODUCE A LIBRARY TELETHON ON AN EVERY-OTHER-YEAR BASIS Recommendation: That the Foundation Board support staffs recommendation to move the production of the Library Telethon to an every-other-year basis, with the next Telethon to be scheduled for 2002. Background: Over the past several years, Library Staff have discussed the possibility of holding the Library Telethon every other year, rather than annually, due to the enormous workload generated by this event. These discussions have accelerated this year, due to the status of the bookmobile project. The original concept in the timing of this project was as follows: Order the vehicle on July 1, 2000, Hire staff by October 30, 2000, Have the bookmobile on the road by February 2001. This project was supported enthusiastically by two grant awards, one received by the State for staffing, the other still pending from the Federal government to purchase the vehicle. This grant award of $180,000 is not yet approved. One of the conditions of this award is that no action can be taken to purchase a vehicle prior to approval of the funds. Originally, a "drop dead" award date was given of October 6, 2000. That date has come and gone and the word is that the Bill carrying our bookmobile has been "mired in politics". Since the amount involved is $180,000 (the sum of approximately four Library Telethons!) staff is unwilling to walk away from this potential grant or to take any action that will jeopardize the award of funds. At the same time, the Library Director believes that going into a fund raising campaign with nothing physical to show for last year's campaign—and no date of when the project will begin—is not a good fund raising practice. Therefore, staff believes that the time is ideal to move to an every other year basis for the Library Telethon, with the next Telethon to be held in March/April of 2002. The increased time line for planning will allow us to follow up on the exciting idea recommended by Board Member, Ray Wimberley, that we conduct a Web based telethon in conjunction with our cable broadcast. This year extension for planning will allow us to move forward on what I think is an intriguing concept. Fundraising will still take place this year, and the Foundation will be asked to discuss projects they would like to take on to help raise funds for key library programs, including Literacy and Back to Basics. Financial Impact: Since the Library Foundation budget is always submitted based on the prior year's income, there will be no impact on this year's operating/expenditure budget except for the elimination of approximately $8,000 in costs to produce a 2001 Telethon. Respectfully Submitted, Deborah Kaye rk Library Director -2 - 1 Goals Proposed to Meet the Challenges After discussing project consultant recommendations, the Library Board of Trustees recommends the following short term, intermediate term and long term goals: Short Term Goals (0 to 2 years) 1. Expand book collection through off site storage.' 2. Identify means of increasing capacity of existing Library, including the installation of more shelving and compact (sliding) shelving. 3. Increase hours of operation—mornings, evenings and weekends. 4. Expand on-line access to library services to the community (24 hours X 7 days). 5. Responding to the growth of the community and as resources allow, develop collaborations with other city departments, school districts and non profit agencies to provide outreach library services in existing facilities. Outlets will offer services with different emphasis than current library (bookmobile, youth library in a Community Center, homework center in a Teen Facility, etc.). Evaluate the need for these services as new dedicated library facilities emerge. 6. Investigate options and create funding mechanism for library system growth. Intermediate Term Goals (2 to 5 years) 1. As the eastern side of the City develops, develop a 10,000-15,000 sq. ft. branch library, on a location which allows for future expansion. Target Proposition 14 as a possible source for funding. 2. Continue to utilize emerging technologies to provide cost effective library services directly to the homes of library customers and where residents gather. Long Term (5-20+ years) 1. As the community grows and as financial resources allow, develop a new 25,000- 35,000 sq. ft. Library (expandable). Target Proposition 14 as a possible source for funding. 2. When community growth on the east side of the community develops, expand branch to 20,000-30,000 sq. ft.. 3. As the entire community reaches build-out, evaluate the existing library model of three library resource centers and state of the art technology for cyber services to determine if the library needs of the community are adequately met. Italicized items are those goals addressed already through the 2000/2001 budget. 8 NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held Monday, October 16, 2000, adjourned said meeting to Monday,November 13, 2000, at the hour of 6:00 p.m., in the Tri Communities Room at the City of Rancho Cucamonga, 10500 Civic Center Drive, Rancho Cucamonga, California. Said adjournment was passed by the following vote: AYES: Beasley, Bradshaw, Davies, Pachon, Viricel, Warshaw and Williams NOES: None ABSENT: Filippi and Stark ABSTAIN: None Vivian Garcia, Library Administrative Secretary Rancho Cucamonga Public Library October 17, 2000