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HomeMy WebLinkAbout03/02/10 (Special Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD 1 AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING 6:00 p.m. February 10, 2003 Tri-Communities Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Diane Williams, Mayor Pro Tem Rex Gutierrez, Councilmember Robert J. Howdyshell, Councilmember Donald J. Kurth, M.D., Councilmember Foundation Boardmembers Paula Pachon, President Teresa Akahoshi, Boardmember Donna Bradshaw, Boardmember Stefani Carrasco, Boardmember Laurie Cotter, Boardmember Rebecca Davies, Secretary Gino Filippi, Boardmember Ruth Leal, Boardmember Wanda Mitchell, Boardmember Anne Viricel, 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 c)? PM I posted a true and correct copy of the meeting agenda dated0�O6 3 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 at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: Vivian Garcia, Administrative Secretary City of Rancho Cucamonga Rancho Cucamonga Public Library Page 1 Library Foundation Board Agenda Special Meeting,February 10, 2003 A. CALL TO ORDER Roll Call: Pachon , Akahoshi ,Bradshaw , Carrasco , Cotter , Davies , Filippi , Leal Mitchell Viricel 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: January 13,2003. L 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) Victoria Gardens Branch Library a) Update on Status of Project and Grant Application. Oral report by staff. 2) Mid Year Budget Adjustment. Report attached. Presented by Library Director 6 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 with Community Foundation Board a) Secretary Rebecca Davies will lead discussion on outcome of the joint meeting. b) Review of the schedule for Community Foundation's Board Development 9 process and discussion of whether Library Foundation wishes to participate as part of this process. Oral presentation by staff with background documents attached. c) If appropriate, appointment of Steering Committee to plan course of collaboration between the Library Foundation and the Community Foundation. Oral report from Board President and Library Staff. Rancho Cucamonga Public Library Page 2 Library Foundation Board Agenda in Special Meeting,February 10,2003 2) Status on Bylaws review. Oral report by Chair of the Bylaws Committee, Secretary Davies. 3) Determination of date for next 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 L 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 Thursday, February 6, 2003, 6:00 pm, 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 P U B L I C L i a R A R Y Staff Report DATE: February 10, 2003 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 January 13, 2003. BACKGROUND/ANALYSIS Attached, please find the minutes for the Special Meeting(s) of the Library Foundation Board listed above, taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT N©ne. Respectfully submitted, Deborah Kaye Clark Library Director CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Special Meeting A. CALL TO ORDER A special meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday, January 13,2003,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 6:03 p.m. Present were Boardmembers Bradshaw, Davies, Filippi, Pachon, Viricel and Williams. Mayor William Alexander, Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also present. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS BI. Administration of Oath of Office—Oath of Office will be administered to Teresa Akahoshi, Stefani Carrasco, Laurie Cotter, Ruth Leal and Wanda Mitchell. Oath of Office administered by Mayor William Alexander to the new Library Foundation Boardmembers. C. CONSENT CALENDAR Cl. Approval of Minutes: October 14 and October 30, 2002 (Williams absent). MOTION: Moved by Boardmember Davies to approve the minutes, seconded by Boardmember Williams. Motion carried, 5-0-1-5. D. LIBRARY DIRECTOR'S STAFF REPORTS D1. Victoria Gardens Branch Library a) Update on Status of Project and Grant application. Oral report by staff. Deborah Clark, Library Director, gave an oral report on the status of the Victoria Gardens Branch Library. Library Foundation Board Minutes January 13, 2003 Page 2 D2. Mid Year Budget Adjustment. Report available at the meeting. Presented by Library Director Deborah K. Clark. Deborah Clark, Library Director, reviewed the 2002/2003 amended budget sheet with the Library Foundation Board. MOTION: Moved by Boardmember Akahoshi to table the item and have staff bring the item back to the next meeting, seconded by Boardmember Mitchell. Motion carried, 11-0. E. BOARD BUSINESS EI.Board Development process and creation of Strategic Plan. a) Background of proposed Board Development process. Oral report from Board President and Library Staff. Background documents attached. b) A brief history of the Library Telethon: major fundraising event for the Library Foundation. Oral report by Library Staff. C) Update on joint meeting with the Community Foundation. Oral report from Director. President Pachon updated the Library Foundation Boardmembers on the history of the Library Foundation Board, including the fundraisers the Foundation has been involved in. Deborah Clark, Library Director, reviewed with the Library Foundation Board each Telethon, the goal for each Telethon and the amount of donations received. Deborah Clark, Library Director, reviewed the agenda for the joint meeting with the Community Foundation to take place on Monday, January 21, 2003, at 5:30 p.m. Boardmember Filippi asked who will be the facilitator of the meeting. Deborah Clark, Library Director, stated that Gene House, consultantant, for the Community Foundation's Board Development, has been asked to serve. E2.Holiday Winery Event, 2003: Debrief and analysis of the event. Detailed budget breakdown available at the meeting. Deborah Clark, Library Director, reviewed the budget sheet for the Holiday Winery Event with the Library Foundation Board. 3 Library Foundation Board Minutes January 13, 2003 Page 3 Boardmember Filippi stated that the event is a positive one and went very smoothly. E3.Consideration for fundraising event for 2003. Discussion conducted by President Pachon. President Pachon started the discussion on ideas for a fundraiser for 2003. A subcommittee was set-up of the following volunteers: Stefani Carrasco Laurie Cotter Gino Filippi Ruth Leal Wanda Mitchell The subcommittee will report back to the Library Foundation Board with their recommendations. Boardmember Filippi left at 7:30 p.m. E4.Status on Bylaws review. Oral report by Boardmembers Davies and Bradshaw. Boardmember Davies stated that she and Boardmember Bradshaw were going to review the Bylaws and "clean them up." Asked if any one else would be interested in serving on the committee. Boardmember Viricel volunteered. E5.Determination of date for the next meeting. After discussion, the Board decided to meet on Monday, February 10, 2003, at 6 p.m. F. IDENTIFICATION OF ITEMS FOR NEXT MEETING Fl. Victoria Gardens Branch Library F2. Final Mid Year Budget F3. Fundraising event for 2003 F4. Bylaws Review F5. Joint Meeting with Community Foundation Board Library Foundation Board Minutes January 13, 2003 Page 4 G. COMMUNICATIONS FROM THE PUBLIC None received. H. ADJOURNMENT MOTION: Moved by Boardmember Williams,seconded by Boardmember Cotter to adjourn,motion carried, 10-0-1 (with Filippi absent). The meeting adjourned at 7:35 p.m. Respectfully submitted, V (�n� cW�PL� 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: February 10, 2003 TO: President Pachon and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF PROPOSED BUDGET FOR 2002/2003 RECOMMENDATION: Approve the proposed budget for 2002/2003. BACKGROUND: The attached budget proposal reflects the current balance in the Library Foundation Account and the anticipated revenues for next year based on a "non telethon" year. It also includes a mid year budget adjustment based on activities and incomes for this year. FISCAL IMPACT: None. QM-4-L Deborah Kaye Clark Library Director lD RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BUDGET 2002/2003 AMENDED BUDGET 2002/2003 Revenue APPROVED REVENUES PROPOSED Projection BUDGET AS OF 12/02 MID YEAR 200212003 ADJUSTMENT 2001/2002 Revenues transferred in $172,735 $172,735 $172,735 Special Event Income Projected $40,000 $14,197 $40,000 Apartment Rental Projected $9,000 $4,500 $9,000 Projected Interest Earned $500 $250 $500 Total Available Revenues projected for 2002/2003 $222,235 $222,235 Total Expenditures Projected $52,910 $57,114 Sub Total $169,325 $165,121 Less Children's Endowment Fund $40,000 $40,000 Less Victoria Gardens Books $50,000 $50,000 Total Balance Remaining $79,325 $75,121 APPROVED BUDGET APPROVED EXPENDITURES PROPOSED 2002/03 BUDGET AS OF 12/02 MID YEAR 2002/2003 ADJUSTMENT OPERATIONAL EXPENSES $10,000 $9,500 Conferences for Boardmembers $500 $0 $0 Board Expenses $200 $25 $200 Board Training/Strategic Planning $7,000 $0 $7,000 Printing $200 $0 $200 Postage $500 $0 $500 Stationery $500 $0 $500 Business Expenses $200 $0 $200 Publicity $200 $0 $200 Tax Preparation $700 $0 $700 EVENTS WINERY KICKOFF $750 $675 $686 Printing $200 $247 $250 Sodas/Papergoods/Wine $400 $44 $50 Decorations $150 $178 $180 Lights for Parking $0 $206 $206 TELETHON EVENT $1,180 $6,163 $6,200 Performer Reimbursements $0 $0 Printing $500 $0 Broadcast $500 $5,573 $5,573 Christopher Nance $0 $112 $112 Rodney Gilfry Performance $0 $0 Sound System $0 $0 Phone System $0 $478 $478 Telethon Recption $0 $0 Telethon Incentive Gifts $0 $0 Telethon Event Misc. $0 Sodas/Papergoods $100 $0 Banner Update $0 $0 Stage Backdrop, Etc. $80 $0 Telethon Host/Hostess Expenses $0 $0 TELETHON THANK YOUS $200 $338 $338 Telethon Thank You Party Expenses Stationary Food $0 $156 $156 Decorations Telethon Thank You Gifts $200 $182 $182 - OTHER EXPENSES $780 $390 $390 Apartment Rental $0 State Farm Open Tour $780 $390 $390 TOTAL EXPENDITURES $12,910 $7,566 $17,114 LIBRARY DONATIONS $40,000 $40,000 Adult Literacy $10,000 $10,000 Victoria Gardens Books $30,000 $30,000 Children's Curriculum Support TOTAL FOUNDATION BUDGET $52,910 $7,566 $57,114 8 Rancho Cucamonga Community Foundation Work Plan January—April 2003 Prepared January 30, 2003 January 14 - Foundation Board meeting • Review General Board Responsibilities • Discuss requirements for Fund Development Readiness • Summarize Board's fund development experience January 15—January 21 • City staff transcribes January 14 meeting notes. • Consultant prepares outline/scope of January—April work program and prepares for January 21 joint meeting. January 21 • Consultant meets with staff • Consultant facilitates joint meeting of Foundation/Library Boards. January 22 — February 1 • City staff and consultant process results of joint meeting and prepare for February 11 Foundation Board meeting. February 11 - Foundation Board Meeting • Review/act on Foundation/Library collaboration • Finalize plans & methods for board expansion this calendar year • Finalize plans & methods for completing case statement. February 12 to February 29 • Consultant and staff prepare for March 1 session. Saturday, March 1, - Foundation Workshop 8:30 a.m. to 12:30 p.m. - (a continental breakfast will be provided) • Fund development training: Reasons people give - Types of gifts - Purposes of gifts Individual donor research, cultivation, solicitation, recognition Types of fund-raising strategies and methods, Pros and Cons. ➢ Events, face-to-face, memberships, mail, telemarketing, corporate grants/gifts, corporate advertising, cause related marketing, foundation grants, government grants/contracts. • Initial fund development plan discussion. 9 March 1 — March 10 • Consultant processes results of training and other data and prepares draft fund development plan outline. • City staff continues to finalize case statement, etc. March 11- Foundation Board Meeting • Consultant presents draft outline of the fund development plan. • Board discusses/modifies/ approves fund development plan outline. March 12 - March 28 • Consultant prepares draft fund development plan, based on the outline. • City staff continues other preparations. Saturday, April 5 — Foundation Workshop - 8:30 a.m. to 12:30 p.m. (a continental breakfast will be provided) • Consultant and staff present draft fund development plan. • Board reviews/discusses/modifies/approves plan. April 6 —April 7 • Consultant finalizes written plan based on April 5 decisions. April 8 - Foundation Board Meeting • Consultant and staff present fund development plan to the Board. • Board reviews and adopts plan for immediate implementation. • Board approves/assigns initial implementation activities. J April 16 - City Council Meeting • Staff presents the plan for council review/approval. April 17 to October 31 • Implementation of Phase One of the fund development plan. November 1 - Founder's Night Gala • Implementation of Phase Two of the fund development plan including announcement of major donors from Phase One. I:ICOMMSERVI Council&BoardslCommunityFoundation I StrategicPlanProcesslFinalTimetableJan-ApriO3.doc 2 /O